Setting Up AI Tools

Before any AI tool can be used productively, it needs to be set up correctly. This topic walks through the exact steps to get the most important AI productivity tools ready to use — from creating accounts to installing browser extensions and mobile apps. Everything here is beginner-friendly and requires no technical background.

What Is Needed to Get Started

To set up and use the tools in this course, the following are required:

• A device — laptop, desktop, or smartphone
• A web browser (Chrome, Edge, Firefox, or Safari)
• An email address to create accounts
• A stable internet connection

No software downloads are required for most tools — they work entirely inside a web browser.

Setting Up ChatGPT

Step 1 — Create an Account

1. Open a browser and go to chat.openai.com
2. Click Sign Up
3. Enter an email address and create a password, or sign in with a Google or Microsoft account
4. Verify the email address when the confirmation message arrives

Step 2 — Start Using It

After signing in, the chat interface opens immediately. Type any question or task in the text box at the bottom and press Enter or click the send button. The free version (GPT-3.5 and limited GPT-4o) is available immediately.

Step 3 — Optional: Upgrade to ChatGPT Plus

The paid plan (around $20/month) unlocks GPT-4o, image generation with DALL-E, and the ability to use and create Custom GPTs. For most beginners, the free plan is a good starting point.

Step 4 — Install the Mobile App

ChatGPT is available as a free app on both iOS and Android. Search "ChatGPT" in the App Store or Google Play and install it. The mobile app also supports voice input — tap the microphone icon to speak instead of type.

Setting Up Claude

Step 1 — Create an Account

1. Go to claude.ai
2. Click Sign Up
3. Enter an email address or sign in with Google
4. Verify the email address

Step 2 — Start a Conversation

After signing in, the chat interface is available. The free plan includes Claude Sonnet, which handles most tasks well. The paid plan (Claude Pro) provides access to more powerful models and higher usage limits.

Setting Up Google Gemini

Step 1 — Access via Google Account

1. Go to gemini.google.com
2. Sign in with a Google account
3. Gemini opens immediately — no separate sign-up is required

Step 2 — Enable Gemini in Google Workspace Apps

If a Google Workspace account (work or school) is used, Gemini may already be available inside Gmail and Docs. Look for the sparkle (✦) icon or "Help me write" button inside Gmail, Google Docs, or Google Sheets. If it is not visible, check with the account administrator or enable it in Google Account settings.

Setting Up Microsoft Copilot

Option A — Free Copilot (Browser)

1. Go to copilot.microsoft.com
2. Sign in with a Microsoft account (free to create at outlook.com)
3. The free version includes access to GPT-4 with web search

Option B — Copilot in Microsoft 365 (Paid)

Full Microsoft Copilot integration inside Word, Excel, Outlook, Teams, and PowerPoint requires a Microsoft 365 subscription with the Copilot add-on. If a workplace provides Microsoft 365, the IT team or administrator can confirm whether Copilot is available in the organisation's licence.

Microsoft Edge Browser

Copilot is built into Microsoft Edge. Open Edge, click the Copilot icon (top-right), and it is immediately available without any setup.

Setting Up Notion AI

Step 1 — Create a Notion Account

1. Go to notion.so
2. Click Get Notion Free
3. Sign up with an email or Google account

Step 2 — Enable Notion AI

Inside any Notion page, type /AI to access AI writing features, or press the spacebar on a new line to see AI options. Notion AI is a paid add-on (around $10/month per person) but offers a free trial period.

Setting Up Grammarly

Step 1 — Create an Account

1. Go to grammarly.com
2. Click Get Grammarly — It's Free
3. Sign up with an email or Google account

Step 2 — Install the Browser Extension

This is Grammarly's most useful setup. After signing up, Grammarly will prompt to install a browser extension for Chrome, Firefox, Edge, or Safari. Once installed, Grammarly automatically checks grammar and tone in Gmail, Google Docs, LinkedIn, and most websites where text is typed.

Step 3 — Install the Desktop App (Optional)

A desktop app is available for Windows and Mac that checks writing in Microsoft Word and Outlook as well.

Setting Up Otter.ai for Meetings

Step 1 — Create an Account

1. Go to otter.ai
2. Sign up with an email or Google account
3. The free plan provides 300 minutes of transcription per month

Step 2 — Connect to Meeting Platforms

Otter.ai can be connected to Zoom, Google Meet, and Microsoft Teams so it automatically joins meetings and transcribes them. After signing in, go to Settings → My Connections and link the relevant meeting platforms.

Setting Up Canva for Design

Step 1 — Create an Account

1. Go to canva.com
2. Click Sign Up and use an email or Google account
3. The free plan includes access to AI design features including Magic Design and background removal

Essential Security and Privacy Tips

When setting up and using AI tools, following good security practices is important:

• Use a strong, unique password for each AI tool account — or use a password manager
• Enable two-factor authentication (2FA) on each account where it is available
• Do not enter sensitive personal data into AI chat tools — avoid sharing names, ID numbers, financial details, or confidential client information in prompts
• Check the privacy settings of each tool — most AI tools allow opting out of having chat data used for model training in their account settings
• For workplace tools, check whether the organisation has an AI use policy before using personal AI accounts for work tasks

A Quick Setup Checklist

Key Takeaway

Setting up the core AI productivity tools takes less than 30 minutes in total and requires nothing more than an email address and a browser. Starting with ChatGPT or Claude (for general tasks), Grammarly (for writing), and Otter.ai (for meetings) covers the three most impactful areas of everyday productivity. Additional tools can be added as specific needs become clear.

The next topic covers AI for Writing and Drafting Content — using AI to write emails, reports, proposals, and other professional documents faster and better.