ChatGPT Projects Step by Step

Build a working ChatGPT Project in 10 minutes: instructions, 5 reference files, the right memory setting, and a shared link for a partner or family member.

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

Quick answer

• A ChatGPT Project is a folder for one topic. It holds related chats, files and instructions, so ChatGPT uses the same background every time.
• It's on every plan, including Free. Projects don't cost extra. You can make as many as you like.
• The file limit depends on your plan. Free: 5 files per project. Go and Plus: 25. Pro, Business, Enterprise and Edu: 40.
• Project instructions beat your general instructions. Inside a Project, its instructions override your global custom instructions.
• Choose the memory setting on purpose. Project-only memory keeps a Project walled off from the rest of your ChatGPT. Shared Projects always use it.

What a Project is (and isn't)

Limits by plan

You can upload up to 10 files at once. Number of projects: unlimited on all plans.

Plan prices (US, checked Oct 2026, OpenAI Help Center): Go (see OpenAI's pricing page), Plus $20/month, Pro from $100/month.

Is it worth setting up? The verdict

Quick questions

Are ChatGPT Projects free? Yes. Projects and project sharing are on Free, Go, Plus, Pro, Business, Enterprise and Edu.

Should I use a Project or a custom GPT? A Project. OpenAI is retiring custom GPTs and recommends Plugins instead. New GPTs can't be created on personal accounts.

Does a Project remember my other chats? It depends on the memory setting. Default memory can use your saved memories and other chats. Project-only memory only uses chats and files inside that Project.

Can I move an old chat into a Project? Usually, yes. Drag it onto the Project, or open the chat's menu and choose Move to project. Chats made with a custom GPT can't be moved.

Can my partner and I share a Project? Yes, on every plan. Free allows up to 5 collaborators.

Before you start

• Sign in. Projects need a signed-in account.
• Pick the job: we'll use "Our family move to Denver" as the example. Swap in your own.
• Gather 5 files: for a move, that might be a moving quote, a lease, a school list, a budget spreadsheet and a checklist.
• Privacy check: go to Settings → Data controls (on the phone app: sidebar → your profile icon → Data controls) and decide whether Improve the model for everyone should be on. For personal accounts, OpenAI may use Project content to train its models when this is on. In a shared Project, data is used only if the owner and every contributor have it on.
• Clean your files: remove account numbers, Social Security numbers and other people's private details before uploading.

Step 1: Create the Project

1. Select New project in the sidebar.
2. Enter a name, like Denver Move 2027.
3. Pick an icon and color. (Tip: keep the default icon if you plan to share. ChatGPT only shows the "shared" sign on the default icon.)
4. When asked about memory, pick one (you can change it later; see Step 4).

Step 2: Add your files

1. In the Project, add sources: upload PDFs, spreadsheets, docs or images, or paste text.
2. Upload up to 10 at a time. Your plan sets the total (Free 5, Go/Plus 25, Pro 40).
3. If a file has the same name as one already there, choose Upload anyway or Skip.
4. Open a file from the Project's sources list to preview, download or delete it.

Also handy:

• Links from apps: paste a Google Drive file or folder link, or a Slack channel link, as a source. ChatGPT may ask you to connect the app first.
• Save a good answer: open the menu on a reply and choose Save to project (OpenAI says the label may vary). It becomes a source you can reuse.

Step 3: Write the instructions

1. Select the more options menu (•••), then Project settings.
2. Paste instructions like these:

This project is our family's move from Chicago to Denver in June 2027. Two adults, two kids (ages 7 and 11), one dog.
Files: moving quotes, our current lease, school options, budget, and checklist.
How to help: compare quotes in tables, keep a running timeline, and remind me of deadlines from the files.
Style: short answers, bullet points, US terms. Ask a clarifying question if something's unclear.
Rules: don't invent prices or dates. If it's not in the files, say so.

3. Save.

Remember: these instructions apply only inside this Project and override your global custom instructions.

Step 4: Set the memory

1. Open the Project. Select •••, then Project settings.
2. Under Memory, choose:
   • Default memory: uses your saved memories and can draw on chats outside the Project.
   • Project-only memory: only uses chats and files in this Project. Chats outside the Project can't see it, and it can't see them.
3. Select Save. It can take a few hours to kick in.

Which to pick?

Pick Default memory if…	Pick Project-only memory if…
It's just you, and your general ChatGPT knowledge helps (your family, your city)	You'll share it, or want it fully separate
You want the Project to feel like "regular ChatGPT, plus files"	It's sensitive, or a different "hat" (work vs. home)

For project-only memory to work, turn on Reference saved memories and Reference chat history in your personal settings (or Enable memory, if that's what your settings show).

Good to know: project memory doesn't show a list like personal memory does. To stop it using a chat, delete the chat or move it out.

Step 5: Start chatting in the Project

1. Open the Project and start a new chat.
2. First message:

Read all the files in this project. Give me a 1-page summary of where things stand, then a timeline of every deadline you can find, with the file each one came from.

3. Move old chats in: drag a chat onto the Project, or open its menu and choose Move to project. It picks up the Project's instructions and files.

Tools you can use inside: Canvas, image making, voice, web search, and connected apps (select + to pick one). Paid plans may add agent mode and deep research. Study mode doesn't apply in Projects.

What good looks like: the summary uses facts from your files, names the file for each deadline, and says "not in the files" when something's missing.

Step 6: Share it

1. In the Project, select Share.
2. Choose who can join:
   • Only those invited: enter a name or email.
   • Anyone with a link: any signed-in ChatGPT user with the link can join. Only the owner can turn this on.
3. Pick an access level for each person:
   • Chat: can see and use the Project's chats, files and instructions, but can't invite others.
   • Edit: can also change instructions, add or remove files, and invite others (but not remove members).
4. Select Invite. Everyone gets a confirmation email.

What changes when you share:

• The Project switches to project-only memory for good. It can't use anyone's personal memories.
• Members can start new chats and branch (copy and continue) existing ones. They can't type in the same chat at the same time.
• Anyone in the Project can view and download its files.
• Deleting a file removes it for everyone.

Stop sharing: as owner, remove members one by one in Share, or switch back to Only those invited.

Equivalent in other chatbots

3 more Projects to copy

Job search

This project is my job search for [role] jobs in [city/remote]. Files: my resume, 3 job ads, and my notes.
Help me tailor my resume and cover letters to each ad, prep for interviews, and track where I applied.
Never invent experience I don't have. Keep cover letters under 250 words.

Small business bookkeeping help

This project is for understanding my small business numbers. Files: monthly sales and expense spreadsheets.
Explain trends simply, make charts when I ask, and flag anything unusual.
You're not my accountant. Say "check with an accountant" for tax questions. Always show your math.

Planning a wedding

This project is our wedding on [date] in [place], about [number] guests, budget $[amount]. Files: vendor quotes, the guest list (first names only), and our timeline.
Keep a running budget table and a to-do list by month. Draft vendor emails when I ask.
Don't make up vendor prices or policies.

Common mistakes and fixes

Prompt pack

Summarize everything in this project in 10 bullets. What's decided, what's open, and what's due next?

Make a table of every date and deadline in the project files. Columns: date, what, file it's from.

Compare [file A] and [file B]. What's different? What's missing from each?

Write a "decisions so far" note from this chat. I'll save it to the project.

Based on what I usually ask here, suggest better project instructions. Under 100 words.

Draft an update for [partner/team] on where this project stands. Under 150 words, friendly.

Next level

• I4: AI Projects Explained compares ChatGPT Projects with Claude, Gemini, Grok, Copilot and Perplexity.
• I6: Make AI Remember You covers your global custom instructions and memory.
• A3: Build Your Own AI Assistant covers Plugins, the replacement for custom GPTs.