Choosing the right free tool for every task
Listen to this lesson
Nigerian voice narration
Fictional training case. By close of work you have a memo, a spreadsheet formula, and a fact to verify — three different tasks needing three different tools. This final foundations lesson pulls together a quick-picker guide and habits for making free tiers last all week. Work through the example, identify the evidence needed and practise the method with cleared or synthetic inputs. Any additional figures in the explanation are separate practice examples, not claimed rows in a downloadable file.
Worked example
At 4pm, Amaka has three jobs left. For the memo, she opens ChatGPT to draft and rewrite tone. For the spreadsheet formula flagging duplicate staff numbers, she switches to Copilot, since it understands Excel syntax. For the fact she must confirm before sending the memo, she uses Perplexity to get a sourced answer rather than guessing. She writes complete, specific prompts each time so she needs fewer follow-up messages, and starts a fresh chat per task so old context doesn't confuse the AI. She never pastes any staff BVNs or salary figures tied to names into any of these tools.
The method
Use the quick picker: ChatGPT for drafting, Gemini chat for writing and formula explanations, Claude for long formal writing, Copilot chat for Excel formula explanations, Perplexity for sourced facts, NotebookLM for your own documents, Meta AI for quick WhatsApp messages. Write complete prompts, use one new chat per task, and rotate tools when limits hit — this reduces wasted requests without guaranteeing unlimited access.
Worked practice and common mistakes
Build a task checklist with input, tool, expected format and verification. A memo needs a source-fact check; a spreadsheet needs a manual test; a statistic needs a supporting publication. Switching tools does not remove confidentiality requirements and cannot guarantee unlimited use. Keep a small manual fallback so a temporary free-tier limit does not stop learning.
Review before using the result
Complete prompts and separate tasks can reduce wasted requests, but do not guarantee access without limits. Pair each tool with a verification step and use synthetic practice data. If your workplace input is confidential, obtain approval rather than assume removing one identifier is sufficient.
Your workplace practice
Use the recommended free assistant with this lesson's fictional example. Ask for the output described in the worked example. Keep a copy of the input and draft. Compare the result with the verification steps above, record any correction, and retain placeholders where evidence is missing. The expected result is a checked draft for human review, not an automatically approved decision. Course examples and practice responses are fictional; amounts, dates, rules and thresholds are not official guidance or supplier quotations.
All-round drafting, rewriting tone, brainstorming and step-by-step explanations.
Free: Free chat for drafting and explanations; message, upload and feature limits vary. Read the displayed notice when a limit is reached.
Paid: Paid plans generally raise allowances or add tools; current availability and pricing are on the official plan page.
Sign up: Go to chatgpt.com → Sign up → Continue with Google (or email) → verify your phone number if asked.
Free chat for drafts, explanations and source-checking. Direct integrations inside Google applications may require a different plan.
Free: Free chat with an eligible Google account. Uploads, search and other features depend on current limits and account availability.
Paid: Paid Google AI plans may add features and allowances; check the current plan, account eligibility and application requirements.
Sign up: Open gemini.google.com → sign in with your Gmail account → accept the terms. No new account needed.
Long documents, careful formal writing, policies and reports where tone and nuance matter.
Free: Free text assistance and supported uploads with changing limits. Follow the displayed usage notice; no fixed reset time is promised.
Paid: Paid plans generally offer higher allowances and additional capabilities; check the current official comparison.
Sign up: Go to claude.ai → Continue with Google or email → confirm the link sent to your inbox.
Excel formulas, Word and Outlook-style writing, and staff whose office already runs on Microsoft 365.
Free: Free chat where available; sign-in, uploads and feature allowances depend on current account and service requirements.
Paid: Embedded Office features have separate application, account and licensing requirements; check the current plan comparison.
Sign up: Visit copilot.microsoft.com → Sign in with an Outlook/Hotmail account (or create one free).
Source-oriented search for research and fact-checking; open the cited passages and verify the actual claim.
Free: Free search with changing limits on advanced features. Sources still require independent verification.
Paid: Paid plans generally raise allowances and add research features; current options and limits can change.
Sign up: Open perplexity.ai → Sign up with Google or email. You can also search without an account.
Studying cleared documents through source-grounded answers and references; check the response against the original passages.
Free: Free access with an eligible Google account; notebook, source and audio feature limits can change.
Paid: Paid options may raise notebook, source and feature limits; check the current official comparison and eligibility.
Sign up: Go to notebooklm.google.com → sign in with Gmail → Create new notebook → upload a PDF or paste text.
Quick help inside WhatsApp, Facebook and Instagram — great for short replies and broadcast drafts on the go.
Free: Free text assistance where available in Meta apps or on the official website. Account and regional availability vary.
Paid: No paid AI upgrade is required for this course exercise. Check the official service for current plans and features.
Sign up: In WhatsApp tap the blue-ring Meta AI icon on the Chats screen, or open meta.ai and log in with Facebook/Instagram.
Free limits and prices change often — check each tool's website for the latest.