ChatGPT Projects is a great tool for improving productivity and organization, explains Julia Schmidt
In this article, I will explain how to create ChatGPT Projects step by step, show how to manage them, and share practical examples of how I use this feature to improve productivity and organization in my tasks. I use ChatGPT to plan trips, create personal development programs, organize events, write articles and social media posts, and do research.
Previously, I had a long list of chats archived, as I often return to conversations to continue working on various tasks. The search function made it easier to find past chats and revisit drafts, research, or tasks for further development. Now, with ChatGPT Projects, all my chats can be organized in a much better way. Currently, this feature is available only for GPT-4.
What Is a Project?
The Projects feature is like creating folders on your computer. It is a digital workspace where you can place documents or information related to the same subject. This tool helps keep everything organized and easy to find.
In ChatGPT, I always wished to group related chats together in one place. Now, it is possible! ChatGPT Projects allow you to keep chats, files, and custom instructions in one dedicated space, making it easier to manage ongoing work or keep conversations organized. As an Executive Assistant, you know the value of having everything well organized and easily accessible.
How Can You Create a Project?
On the main menu, click on “Projects.”
A “+” icon will pop up on the right. Click on it to create a new project.
Give your project a name and click on “Create project.”
If this is your first project, you won’t see any list under your projects. Below is an example of five projects I am currently working on:
How Do You Add Chats to a Project?
If you have older chats that you now want to organize into Projects, you can easily add them:
- First, create a project and give it a name (e.g., “Prompt Engineering”).
- Go to your past chats related to the topic.
- On the right side of each chat title, click the three dots to open the options menu.
- Click on “Add to project” to send the chat to the correct project folder.
While doing this, you can rename chat titles to make them more descriptive and improve organization. You can also drag and drop conversations directly into the project folder.
How to Add Files to a ChatGPT Project
You can upload files with relevant data to each project. ChatGPT supports several file formats, including PDF, DOCX, PPTX, XLSX, TXT, ZIP, JPEG, and PNG.
To upload files:
- Click “Add files.”
- Search for the files on your device and upload them.
For example, in my “Prompt Engineering” project, I have uploaded three files from my Microsoft OneDrive.
Important Notes About Uploading Files to ChatGPT
- The file size limit is 500MB. Uploading larger files may slow down processing and reduce the quality of outputs.
- Avoid uploading sensitive data, such as personal information, financial statements, or business reports.
- Make sure files are well-structured with clear text and high-resolution images. Avoid files with too much technical jargon to ensure better outputs.
You can also attach files directly to a specific conversation using the attachment icon at the bottom of the chatbox. The key difference is that files attached to conversations are specific to that chat, while files uploaded to the project are available globally within the project.
How Do You Continue Creating New Chats in the Project?
Once a project is created, you will have a dedicated chat window where you can start new conversations. Files uploaded to the project (e.g., the three files in my “Prompt Engineering” project) will be available for all conversations within that project.
If you upload a file directly into a specific chat, it will remain linked only to that chat.
How Do You Tailor How ChatGPT Will Respond in the Project?
In the “Add instructions” window, you can include specific guidelines to help ChatGPT create outputs that align with your preferences and project goals. These instructions ensure that ChatGPT tailors its responses according to the context of your project, improving the accuracy and relevance of its assistance.
Here is an example of the instructions I use for one of my projects:
“When responding, write as a professional expert in career development. Use clear, formal, and professional language. Keep explanations concise and avoid technical expressions or complex terms. When listing items, use 3 to 5 bullet points. Break down complex topics into simple, actionable steps with clear reasoning. Provide multiple perspectives or solutions for a well-rounded response. Use only verified information, citing sources with links when applicable. If a request is unclear, ask for clarification before answering.”
How Can You Color Code Your Projects?
I am a visual person, so color coding is an essential function for me. As shown in the image below, each project is assigned a specific color for easy identification.
You can assign a color to your project by clicking the folder icon above the project name. This opens the color selection window. Simply click on your preferred color to assign it to the project folder.
How Can You Manage Your Files and Chats?
To keep your project space organized, regularly delete unnecessary or outdated chats and files.
If a project is complete and no longer needed, you can delete it:
- Click the three dots next to the project name.
- Select “Delete project.”
Deleting a project will permanently remove all associated files and chats, so double-check before confirming.
ChatGPT Projects is a great tool for improving productivity and organization, making it easier to manage tasks and access information when you need it. Start creating your projects today and see how it simplifies your workflow!
