AI Projects Explained (ChatGPT, Claude, Gems, Grok, Copilot, Perplexity)

Know which "folder with a brain" each chatbot has, what it remembers, how many files it holds, and set one up for a real job, like a home renovation, a class or a side business.

Checked October 17, 2026. Researched and drafted with help from Grok Bot.

Quick answer

• A Project is a folder for one topic. It keeps your chats, files and instructions together, so the AI already knows the background every time you open it.
• Most big chatbots have one: ChatGPT Projects, Claude Projects, Grok Projects, Perplexity Projects (renamed from Spaces) and Copilot Notebooks.
• Gemini is changing. Its Gems are going away on personal Google accounts starting November 2026 and will turn into skills automatically.
• Free plans work. ChatGPT Projects are free (5 files per project). Claude gives free users up to 5 projects.
• Pick by where you already work. The best Project is the one in the chatbot you already use every week.

What are "instructions"? A short note that tells the AI how to behave inside that Project, like "I'm renovating a 1950s kitchen. Keep answers short and US-based."

Comparison table

Chatbot	What it's called	Free?	Files	Project instructions	Memory inside it	Share with others
ChatGPT	Projects	✓	Free 5 per project · Go/Plus 25 · Pro 40	✓ (override your general custom instructions)	Choose Default memory or Project-only memory	✓ all plans (Free up to 5 collaborators)
Claude	Projects	✓ up to 5 projects	Unlimited count, 30 MB each, must fit Claude's memory window	✓ Set project instructions (see note)	Each project has its own memory	Team and Enterprise only
Gemini	Gems → skills	✓	✓ under Knowledge	✓ (the Gem is instructions)	Past-chat memory isn't used in Gems	✓ share a Gem
Grok	Projects	Not documented	✓ (third-party sources)	✓ (third-party sources)	Not documented	Not documented
Microsoft Copilot	Notebooks	✗ needs Microsoft 365 Personal, Family, Premium or Pro	✓	Not documented	Not documented	Not yet for personal plans
Perplexity	Projects (was Spaces)	✓ (limits)	✓ (limits vary; see Perplexity's help center)	✓	Optional Brain memory	Not checked

Claude note: one Anthropic help page says project instructions are "paid plans only"; another lists them for all users. Check your account. Grok and Perplexity rows rely partly on third-party and blog sources; see the full guide.

Which one should I use? The verdict

Quick questions

ChatGPT Projects vs custom GPTs: which should I use? Projects. OpenAI is retiring custom GPTs and recommends moving workflows to Plugins. New GPTs can't be created on personal accounts (Free, Go, Plus or Pro) anymore. Projects are the simple, current way to keep context together.

ChatGPT Projects vs Claude Projects: what's the difference? Both hold chats, files and instructions. ChatGPT lets free users share a project and choose project-only memory. Claude handles very large knowledge bases well on paid plans. Free Claude users get up to 5 projects.

What's happening to Gemini Gems? Starting November 2026, Gems go away on personal Google accounts. Google will automatically recreate them as skills, along with supported files. Work accounts follow in 2027.

Perplexity Spaces vs Projects? Same thing. Perplexity renamed Spaces to Projects in July 2026.

Is NotebookLM a Project? It's similar, but it's now called Gemini Notebook and has its own guide on our Google page.

Before you start

• Pick one real job. A Project works best for something that lasts weeks: a renovation, a class, a side business, a move, a wedding.
• Gather 3–5 files. Quotes, a syllabus, a price list, notes. PDFs, Word files and spreadsheets work in all of these apps.
• Privacy reminder: files you add stay in the Project and may be used to improve the AI, depending on your settings. Remove account numbers, ID numbers and other people's private details first. See our free guide AI Privacy and Fact-Checking (coming soon).

Step by step: ChatGPT Projects

1. Select New project in the sidebar.
2. Enter a name, then pick an icon and color.
3. Add files: upload PDFs, spreadsheets, docs or images, or paste text. (Up to 10 at a time.)
4. Add instructions: select the more options menu (•••), then Project settings. Type your instructions.
5. Set memory: in Project settings, under Memory, choose Default memory or Project-only memory, then Save. Project-only keeps the Project's chats separate from the rest of your ChatGPT.
6. Start chats inside the Project.

Want every detail? See I5: ChatGPT Projects Step by Step.

Step by step: Claude Projects

1. Hover over the left side and click Projects, or go to claude.ai/projects.
2. Click + New Project. Give it a name and description. (Claude can't see the name and description; they're just for you.)
3. Click Set project instructions, type your instructions, and click Save instructions.
4. In the project knowledge area on the right, click + to upload documents, text or code.
5. Start chats inside the project.

Good to know:

• Context isn't shared between chats in a project unless it's in the project knowledge. Put key facts in a file or the instructions.
• On paid plans, when your files get close to Claude's limit, it switches on a mode called RAG (it looks up the right parts instead of reading everything) to fit up to about 10 times more.
• Each project has its own memory. To keep it fully separate from your other chats, turn off Use account memory under Memory on the project's page.
• Project files can be up to 30 MB each.

Step by step: Gemini Gems (and skills)

Heads-up first: starting November 2026, Gems go away on personal Google accounts. Google says it will recreate your Gems as skills automatically, with supported files. Skills are reusable instructions you call by typing / (soon @) and the skill's name in any chat. Some tools that work in Gems (Canvas, Deep Research, video, music, Guided learning) don't work with skills yet.

To make a Gem today:

1. Go to gemini.google.com and click Open Sidebar, then Gems. (First time: Settings and help, then Gems.)
2. Click New Gem.
3. Enter a name and instructions. Tip: write a sentence or two, then click Use Gemini to re-write instructions.
4. Optional: under Knowledge, click Add files to upload files or Add from Drive.
5. Click Save.

To start with a skill instead: in the sidebar, go to Settings, then Skills, and choose Create manually. Paste the name, description and instructions. Skills are available to people 18+ on personal Google accounts.

Gemini Notebook (formerly NotebookLM) is Google's tool for studying a big stack of your own sources. We cover it on our Google page.

Step by step: Grok Projects

Grok Projects pair well with Grok's everyday strengths: careful reasoning, voice chat, Imagine images and video, file analysis, and connectors to Gmail, Google Drive, OneDrive and more.

1. Go to grok.com in a standard Chrome browser and sign in. (SpaceXSI notes some web addresses are missing features like Projects.)
2. Create a new Project and give it a name.
3. Add Project instructions: goal, audience, tone and any hard rules.
4. Upload reference files, such as PDFs, spreadsheets or text.
5. Start chats from inside the Project, so they use its instructions and files.

Not verified on an official page: the exact button names above, Projects on the mobile apps, file limits per Project, and plan requirements. Steps come from third-party guides (Aug–Oct 2026). SpaceXSI's FAQ confirms Projects exist on grok.com.

The others

Try it: 3 ready-made Projects

Copy these into your Project's instructions.

1. Home renovation

This project is my kitchen renovation. House: 1950s ranch in [city, state]. Budget: $[amount]. Timeline: [months].
Files here: contractor quotes, a floor plan, and my wish list.
How to help: compare quotes in tables, flag anything that's missing from a quote, and keep a running list of decisions.
Rules: use US prices and building terms. If something depends on local code, say "check with your city." Keep answers short.

Files to add: 2–3 contractor quotes (PDF), a photo or sketch of the floor plan, your wish list.

2. A class

This project is my [course name] class. I'm a [year] student. Exam dates: [dates].
Files here: the syllabus, lecture notes, and the study guide.
How to help: explain topics simply, quiz me, and make study plans that fit my exam dates.
Rules: use only my class materials when possible, and say when you're going beyond them. Don't write my assignments for me. Give hints.

Files to add: syllabus, lecture notes, study guide.

3. A side business

This project is my side business: [what you sell] on [where you sell]. Customers: [who].
Files here: my price list, product descriptions, and last month's sales.
How to help: write product listings, customer replies and social posts in my brand voice: friendly, simple, no hype.
Rules: never invent product details, prices or policies. If info is missing, ask me.

Files to add: price list, product descriptions, a sales spreadsheet.

What good looks like: open a new chat in the Project and ask "What do you know about this project?" It should summarize your instructions and files correctly.

What to put in, and what to leave out

Common mistakes and fixes

Problem	Likely cause	Fix
The Project "forgot" something	It was in an old chat, not in a file or instructions	Add key facts to the instructions or a "decisions so far" file
Answers mix up two topics	One Project for everything	One Project per job
ChatGPT says file limit reached	Plan limit (Free 5, Go/Plus 25, Pro 40)	Remove old files, combine them, or split into two Projects
Instructions are ignored	Too long or vague	Keep them short. Put the most important rule first
Can't find your Gems after November	Gems became skills	Look in Settings → Skills
Grok Project missing	Wrong web address or browser	Use grok.com in Chrome

Prompt pack

What do you know about this project so far? List the key facts and any gaps.

Read all the files in this project and give me a 1-page summary. Then list 3 decisions I still need to make.

Compare the files [A] and [B] in a table. What's different, and what's missing from each?

Turn everything we decided in this chat into a short "decisions so far" note I can add to the project files.

Draft instructions for this project based on what you've seen me ask for. Keep them under 100 words.

Before answering, check the project files. Quote the file and section you used.

Next level

• I5: ChatGPT Projects Step by Step covers files, instructions, memory and sharing in detail.
• I6: Make AI Remember You explains memory and custom instructions outside Projects.
• A3: Build Your Own AI Assistant covers Gemini skills, Claude Skills and ChatGPT Plugins, now that custom GPTs are retiring.