1. ChatGPT: the flexible all-rounder

ChatGPT is useful for turning rough notes into a clear email, explaining a difficult topic, planning a project or giving you a first structure for a document. The free plan includes text chat and limited access to tools such as file uploads, voice and deeper research.

Try: ‘Turn these notes into a polite 150-word email. Keep every date and action exactly as written, and show me anything unclear before drafting.’ Specific instructions usually produce a more useful first pass.

2. Google Gemini: useful when files are involved

Gemini can accept documents, spreadsheets, images and other files, then answer questions or produce summaries. That makes it handy when you need the key points from a long document or want a plain-English explanation of a spreadsheet.

Try: upload a non-confidential report and ask for the five decisions, five actions, responsible person and deadline. Check the output against the source before circulating it.

3. Microsoft Copilot: convenient web answers

The free Microsoft Copilot can help with writing, brainstorming and summarising, and can provide current answers based on web search. It is especially convenient if you already use Edge or Windows.

Try: paste a draft that is too long and ask for three versions: a one-line update, a short email and a set of meeting notes. Keep names and sensitive company details out unless your employer has approved the tool for that information.

4. Perplexity: research with visible sources

Perplexity is designed around web research and normally presents sources alongside its answer. Its free plan offers basic searches and a limited number of more advanced searches and file uploads.

Try: ask for a comparison, then open the linked sources rather than treating the summary as evidence. The citations make checking easier; they do not remove the need to check.

5. NotebookLM: ask questions of your own material

Google's NotebookLM lets free users build notebooks from sources including PDFs, web pages, pasted text, Office files, Google files, audio and public YouTube links. It answers from the material you provide and can create source summaries.

Try: add the documents for one project, then ask for a timeline, unresolved questions and every statement about cost. It is most useful when your problem is ‘I have too much material’ rather than ‘search the whole internet.’

Three rules before you start

First, do not upload confidential, personal or commercially sensitive information without permission and an appropriate account. Second, verify important facts, figures, quotations and links. Third, treat generated wording as a draft—not a reason to stop thinking.

Pick one repetitive task this week and test two tools against it. The best AI tool is not the one with the longest feature list. It is the one that removes twenty dull minutes without creating forty minutes of checking.

CHECKED · 28 AUGUST 2026

Sources and further reading

  1. OpenAI: current ChatGPT plans ↗
  2. Google: upload and analyse files in Gemini ↗
  3. Microsoft: free Copilot compared with Microsoft 365 Copilot ↗
  4. Perplexity: Standard plan features ↗
  5. Google: NotebookLM sources and free limits ↗

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