AI WORLD HQHow to Use Gemini to Keep One Project's Notes and Chats Together in One Place
Give each project its own Gemini workspace so your files, notes and chats stay in one spot you can return to.
This guide was written by AI. It passed automated fact and quality checks, and our editor spot-checks published guides every day.
See AI World HQ first on GoogleAdd us as a preferred source and our stories show up higher in Google’s Top Stories.Add on GoogleThis guide shows you how to set up one project space in Gemini, add your material to it, and come back later without digging through old chats. It's for anyone juggling a school assignment, a home renovation, a job search or a work project. You don't need any tech background, just a Google account and a few files or notes you already have.
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- A Google account and a web browser on a computer, or the Gemini app on a phone or tablet.
- Check availability. Google has described Gemini Notebooks as rolling out to students, educators and workplace accounts. If you don't see a Notebook option, your account may not have it yet. You can still follow the same idea by starting a separate chat for each project and pasting your key notes at the top.
- Some extras may need a paid plan. Google has mentioned a paid add-on for certain expert sources. The basic steps below don't depend on it.
- Time needed: about 20 minutes for your first project.
Open Gemini and look for Notebooks
Go to gemini.google.com in your browser, or open the Gemini app and sign in. On a computer, look for a side panel on the left. Somewhere in it, look for an entry labeled Notebooks or a similar folder-style icon. On a phone, the menu is often behind a three-line icon at the top-left of the screen. Tap it to see your list of recent chats and any Notebook options.
Once you're in, you should see a list or an empty area where your projects will live. This is the "desk" for all your project material.
Example: You don't type anything in this step.
If you can't find Notebooks anywhere, try the search bar at the top of the Gemini screen and type "notebook." If nothing appears, your account probably doesn't have it yet, and you can use the separate-chat method from the Before you start section.
you can see a Notebooks area or a place to create a new project workspace.
**** Menus change often.
Create one Notebook for one project
Look for a button like New notebook, a plus sign (+) or Create. Tap it and give your project a clear name. Keep it short and specific, because you'll see this name every time you return. Something like "Kitchen remodel 2026" is more useful than "Stuff."
Gemini will open an empty Notebook. Think of it as a labeled folder on your desk. Everything you add here stays connected to this one project, and nothing from your other projects gets mixed in.
💬 Example: Name the notebook "[project name] for [month and year]", such as "Kitchen remodel for June."
You can always add files later.
the new Notebook opens with your chosen name at the top and an area ready for sources.
**** If you're asked to pick a type or a template, choose the simplest or blank option.
Add your files, notes and links as sources
Look for an Add sources, Upload or plus-sign button inside the Notebook. Tap it and choose what you want to add. Common choices include uploading a file from your device, pasting text, or adding a web link. Start with two or three items so you can see how it works.
For a file, pick a PDF, a document or an image from your device. For notes, paste text you wrote earlier, such as a shopping list, meeting notes or a rough plan. Once an item is added, it usually appears in a list of sources next to or below your chat area.
💬 Example: Paste this into a text source: "Budget: [total amount] for materials. Contractor: [contractor name], available starting [date]. Must finish before [deadline]."
If an upload fails, try saving the file as a PDF or copying the text into a paste box.
each item you added shows up in the source list with its name visible.
**** Some options may be labeled differently, or certain file types may not be supported.
Ask questions about your sources
Click or tap in the chat box at the bottom of the Notebook. It's often labeled something like "Ask a question" or "Message," though yours may read differently. Type a question about your project, the way you'd ask a helpful coworker who had read all your files.
Gemini usually answers using the sources you added, which is the main benefit of a Notebook. If an answer seems to miss something, you can rephrase it with more detail or ask the assistant to point to which source it used.
💬 Example: "Using my sources, what is left in the [project name] budget, and which tasks should I finish first?"
A source that failed to upload won't be used. You can also ask, "Which of my sources did you use for that answer?"
the answer references details from your own files or notes, not generic advice.
**** If the answer seems to ignore your files, check that the sources still appear in the list.
- Putting every project in one giant Notebook. Mixing topics makes answers muddy. The fix is one Notebook per project, and a clear name for each.
- Assuming Gemini knows about files you never added. It works from what's inside the Notebook. The fix is to upload or paste the material you want it to use, then check the source list.
- Trusting every answer without checking. Gemini can make mistakes or sound confident when it's wrong. The fix is to verify important facts, such as dates, money amounts and deadlines, against your original files. For medical, legal or financial decisions, talk with a qualified professional.
Open Gemini, create one Notebook named after a project you care about, and paste in one page of notes. Then ask: "What are the three most important things in my notes right now?" If the Notebooks option isn't there yet, do the same thing in a single new chat.
❓ Quick questions
How long does this take?
About 6 minutes — the guide has 5 steps, and you can tick each one off as you go.
Which tool do I need?
This guide uses Google Gemini — but the approach works very similarly in other AI assistants.
Do I need to prepare anything?
- A Google account and a web browser on a computer, or the Gemini app on a phone or tablet.
- Check availability. Google has described Gemini Notebooks as rolling out to students, educators and workplace accounts. If you don't see a Notebook option, your account may not have it yet. You can still follow the same idea by starting a separate chat for each project and pasting your key notes at the top.
- Some extras may need a paid plan. Google has mentioned a paid add-on for certain expert sources. The basic steps below don't depend on it.
- Time needed: about 20 minutes for your first project.
What mistakes should I avoid?
- Putting every project in one giant Notebook. Mixing topics makes answers muddy. The fix is one Notebook per project, and a clear name for each.
- Assuming Gemini knows about files you never added. It works from what's inside the Notebook. The fix is to upload or paste the material you want it to use, then check the source list.
- Trusting every answer without checking. Gemini can make mistakes or sound confident when it's wrong. The fix is to verify important facts, such as dates, money amounts and deadlines, against your original files. For medical, legal or financial decisions, talk with a qualified professional.
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