Regarding the Use of Gemini and NotebookLM

Keio University has a Google Workspace for Education license. By using these tools while logged in with your keio.jp account, you benefit from enhanced security:

Your input won't be used for training purposes or disclosed to other users or institutions.
Your data will be subject to enterprise-level data protection.

Please note: This guide doesn't cover personal accounts (whether free or paid).

Regarding the "Gemini Free Upgrade Offer for Students (15 months)," while it asks for your university email address, this is only to verify eligibility. Understand that this offer is an upgrade for a personal account.

For the latest information and details, please check Google's official page.

2.How to Access

You can access them from the following URLs:

Gemini: https://gemini.google.com/
NotebookLM: https://notebooklm.google.com/

3.Checks for Safe Use

To use Gemini and NotebookLM in the secure environment of your Education license, always confirm that you are logged in with your keio.jp account by checking the icon in the top right corner before use.

If you use these tools in an environment without the Education license, there is a risk that your input may be used for learning purposes and could be exposed to other users or institutions.

4.About Gemini

Gemini is a conversational AI.

Its basic functions include

・Supporting text creation, summarization, translation, brainstorming, and information search assistance through a conversational format.

・Analyzing uploaded files like PDFs and Excel spreadsheets to assist with summarization, question answering, and data analysis.

The following descriptions are intended to explain basic operations and do not comprehensively cover all available features.

The content reflects information as of June 2025; please refer to Google's official documentation for the latest information.

①Chat Interactions

You can get support for various tasks such as text creation, summarization, answering questions, programming, and image generation by providing text-based instructions.

To give instructions to Gemini, simply type your command into the chat window and click the send button.

②Analyze Files

You can upload document and image files for Gemini to recognize and analyze their content.

To upload a file, click the "+" (plus) button on the left. This allows you to receive responses based on the file's content.

③New Chat Creation / Switching Chats

You can create a new chat or switch between existing chats using the menu on the left side of the screen.

To toggle the visibility of the left menu, click the three-horizontal-lines icon.

5.About NotebookLM

NotebookLM is a tool that can provide responses and analysis based on sources specified by the user (such as PDFs, Google Docs, and web pages).

While Gemini provides answers based on Google's training models and general information from the internet, NotebookLM is a tool that responds only based on the specified sources, enabling AI utilization specifically tailored to a particular theme or field.

①Create a New Notebook

To create a new notebook in NotebookLM, you'll need to upload your sources.

You can upload various types of sources, including:

Google Docs
Google Slides
PDFs
Websites (by specifying the URL)
Text

You can also upload multiple sources, up to the defined limit.

Once you add sources, the screen will look like this:

From left to right:

Sources Window: Here you can add or remove sources, and toggle whether they are active or inactive.

Chat Window: This is where you can ask questions or make requests in a chat format, based on your sources.

Studio Window: This allows you to generate content based on pre-defined patterns.

②Chat Window

After loading your sources, you can use it as a chat-based AI.

Just type your questions or prompts into the chat field and send them.

The responses will include numbered citations, like ①, ③, or others, which you can click to refer to the corresponding sections in your source documents.

In this example, using "About keio.jp Multi-Factor Authentication (MFA)" as a source, you can get an answer based on the source even for a question like "Can I use Google Authenticator?" which might be unclear in a general search.

③Studio Window

NotebookLM offers several pre-defined generation patterns.

For instance, "FAQ" is a generation pattern that creates anticipated questions and answers based on your source material.

This image here shows example questions generated based on the aforementioned multi-factor authentication setup guide.

④Sources Window

You can add or remove sources used in your notebook and toggle their reference on or off.

Please note there's a limit to the number of sources you can add.

⑤Mind Map

You can create a mind map to organize the information within your notebook's content.

The mind map you create will be displayed as shown in the figure.

Information is visually organized, with a structure where details are explored further as you move to the right.

⑥How to Share a Notebook

You can share the notebook you've created.

Click the "Share" button to go to the screen where you can specify who to share it with.

2.Enter the user's name to add them as a recipient for sharing.

Regarding the "Copy link" option, it's not for public sharing with an unspecified audience. Instead, it generates a link that only the users you've already shared with can view.

Here's the observed sharing behavior as of June 2025:

We've observed that groups cannot be specified as sharing recipients.
We've also observed that addresses other than @keio.jp cannot be specified.
Currently, there's a bug preventing users from being added even when entering their email address in the sharing function. You'll need to use the workaround described below (adding to contacts).

3.You will set the permissions for the users you are adding.

Viewer:

Viewers can browse the created notebook. They can see chat responses and notes in the Studio window.

Editor:

Editors can view the created notebook, and also have the ability to add sources and generate notes like "Frequently Asked Questions" in the Studio window.

Click "Send"or"Share" to finalize the settings.

Workaround for Notebook Sharing (Adding to Contacts) (As of June 2025)

As of June 2025, we've observed that you currently cannot add sharing recipients by simply typing in their existing email addresses when sharing a notebook.

Therefore, as a workaround, you need to add them to your "Contacts" first so they become selectable as sharing recipients.

Accessing Contacts

You can access Google Contacts via:

Contacts: https://contacts.google.com/

Alternatively, from the Google homepage, open the nine-dot menu icon and select "Contacts."

Creating Contacts

To create a new contact, select "Create contact."

Although there are multiple fields, you only need to fill in the email address field to add the contact.

Once added, you'll be able to select them as a sharing recipient from NotebookLM.

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