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The Ultimate ChatGPT Guide

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The first-day start is How to use ChatGPT. This page goes further: projects, what custom GPTs can and cannot do, and prompt templates you can reuse. ChatGPT is second on Best for Writing. If you are choosing something else, start at ChatGPT alternatives.

Projects for work that continues

OpenAI describes a project as the place that keeps related chats, files, and instructions together. You must be signed in. Plan and workspace settings decide whether you can use one. Select New project in the sidebar, name it, and pick an icon and color.

Upload PDFs, spreadsheets, docs, or images, or paste text. The file cap depends on the plan. You can also add a Google Drive file or folder, or a Slack channel, by pasting the link and connecting the app. The Google Drive app does not sync ahead of time inside a project. You can still search files that account can open. Save a reply you want to reuse from the message menu, as a project source.

Instructions sit under the project menu, then Project settings. They apply only in that project and override your global custom instructions. OpenAI's example is: "Act like my marketing mentor. Be concise. Use bullet points. Ask clarifying questions."

A new project can use project-only memory or default memory. Project-only memory uses chats in that project, not your other projects. Existing projects stay on default memory. You can pick project-only memory only when you create the project. Sharing switches memory to project-only, and it cannot be switched back. A shared project does not see a member's outside memories or custom instructions.

Drag an eligible chat onto the project, or choose Move to project. Chats made with a GPT cannot move in.

Sharing covers Free, Go, Plus, Pro, Business, Enterprise, and Edu, on web and mobile, subject to workspace settings. Chat access uses the chats, files, and instructions. Edit access can change instructions and files and invite others, but cannot remove members. Limits follow the owner's plan: Pro, 40 files and 100 collaborators; Plus and Go, 25 files and 10 collaborators; Free, 5 files and 5 collaborators. A Business, Enterprise, or Edu project allows up to 100 people and 40 files. Deleting a project removes its chats, instructions, and files that exist only there. Canvas, images, voice, and web search still work in a project. Study mode does not. This page does not print message caps.

Custom GPTs, with the current limits

A custom GPT stores a name, description, conversation starters, instructions, and optional files. Personal accounts, including Free, Go, Plus, and Pro, cannot create or publish a new one. An existing GPT still works, and you can edit it when the plan allows. Creation is on the web. Mobile can use a GPT, not build one.

Where a Business, Enterprise, or Edu workspace allows it, open Explore GPTs or chatgpt.com/gpts and choose Create. Use the conversational builder or edit the fields yourself. Rules go in instructions. Reference files go in knowledge, up to 20 files of 512 MB each. A GPT uses apps or actions, not both. Preview before you save. OpenAI plans to retire custom GPTs and move those workflows to Plugins. For affected Enterprise workspaces, retirement is planned for December 11, 2026. Existing GPTs stay usable until then. Migration is targeted for September 17, 2026 and may not reach every account at once. Other plans are expected on that timeline. For a new workflow, use a project or a Work template.

Prompt templates you can reuse

Project instructions are the standing brief. Change the role in OpenAI's mentor example. Its instruction guidance prefers "do this," and "when X happens, do Y," over a long list of bans.

ChatGPT Work creates documents, spreadsheets, presentations, and analyses when your plan, workspace, file type, and surface allow it. Google Docs, Sheets, and Slides need that app connected. Desktop Excel uses the ChatGPT for Excel add-in. PowerPoint is not in that desktop flow at launch. A reference file is one example. A template adds instructions you reuse. Build it with @Template-Creator and one file or Google link. Use it from @Documents, @Spreadsheets, or @Presentations, then send. Picking a template does not start the task. Web templates and local Codex templates do not sync. Review formulas before you trust the file.

These three starters are written for this site. They are not prompts OpenAI published. Fill the brackets.

  1. Weekly brief. You are the editor for [team]. Using only the notes below, write what changed, what is blocked, and the one decision needed. Bullets. No pep talk. Notes: [paste].
  2. Revision. Rewrite for [reader]. Keep every number. Cut to [length]. Mark any sentence you invented with [check]. Draft: [paste].
  3. Research handoff. Look up [question]. Return five claims. Under each, give the title, URL, the date if shown, and one sentence on what the source does not say. If a page will not open, say so.

Start a fresh chat in the project when the task changes. The beginner prompts stay on How to use ChatGPT.

Sources

Questions people ask

Can a personal ChatGPT account create a new custom GPT?
No. OpenAI's help center says new GPT creation and publishing are not available on personal accounts, including Free, Go, Plus, and Pro. Existing GPTs can still be used, and edited when the plan and permissions allow it.
Are projects available on the free plan?
OpenAI says projects and project sharing are available to signed-in users, subject to plan and workspace settings. Its collaboration limits for a Free owner are up to 5 files and 5 collaborators.
Do project instructions replace custom instructions?
Inside that project, yes. OpenAI says project instructions apply only there and override your global custom instructions.
When are custom GPTs going away?
OpenAI says it is planning to retire custom GPTs and move those workflows to Plugins. For affected Enterprise workspaces, retirement is planned for December 11, 2026. Existing GPTs stay usable until then. A migration experience is targeted for September 17, 2026, and may not reach every account at the same time.