Last month, I found myself wondering: Hmm… as a ChatGPT Plus user, what’s the actual difference between ChatGPT Projects and Custom GPTs? At first, I wasn’t entirely sure, but I knew OpenAI doesn’t roll out new features without a clear purpose, so I dug into this to figure out how to use them effectively—and I’m so glad I did. As I started using them, I quickly realized they’re built for completely different purposes.
Knowing how to use the right AI tool for the right reason can seriously improve your workflow.
If you’re in sales and marketing and using ChatGPT Plus, you might be wondering the same thing. So, I wrote this article to clear up the confusion and help you choose the right tool for the right job. Because, like most AI toolsets I’ve had my hands on, there’s no manual saying everything you need to know—you need to act like a turn-of-the-century explorer and find the hidden gems within each AI yourself to see what each one does, especially as it relates to your job! — Hopefully, we will make your job a little easier!
ChatGPT Projects: Your AI-Powered Workspace
Imagine having an AI assistant that not only remembers your work but keeps your documents, research, and conversations organized in one place for instant recall. Now how cool is that? That’s what ChatGPT Projects bring to the table. If you’re juggling multiple tasks, projects, products, brands—you name it—or need a structured space for content creation, this is the tool for you.
With Projects, you can upload up to 20 files, including PDFs, Word docs, and presentations, each with a max file size of 512MB. No more copying and pasting text—just drop in your documents, and ChatGPT can help analyze, summarize, or refine them. Even better, Google Drive integration lets you pull files directly without the hassle of downloading and re-uploading.
You also get multiple chat threads—up to 50 per project so I hear, so you can work on different ideas without losing track of previous conversations. ChatGPT Projects do not have real-time web access. If you need up-to-date online information, you’ll have to manually provide the data through a file you upload.
Here’s the big one for me: It acts like your “expert,” and within seconds, it has the answer for you, pulling from its knowledge base of files you provided. Don’t forget—you also have Custom Instructions, similar to the personalization section in your ChatGPT account. But keep in mind, your Custom Instructions for Projects override those in your general personalization settings. Its like having a mini topical AI assistant.
Custom GPTs: Your AI, Your Rules
If ChatGPT Projects are like a well-organized office with an expert office assistant, Custom GPTs are more like hiring a personal AI assistant on steroids that’s fully trained just for you. Instead of general AI, you build a Custom GPT that’s programmed to act a certain way, follow specific rules, and even integrate with other tools through APIs and the web. Oh… and there’s so much more we can say about this. You will just have to play around with it.
Think about it like this: If you want an AI-powered sales assistant that knows your pitch, handles objections, and follows company brand guidelines, you’d use a Custom GPT. Need an expert on all things product-related—every last detail? Custom GPT. Want to refresh yourself on your market and competitors? Custom GPT. Want an AI tool that automatically pulls external data and generates reports? You guessed it—Custom GPT. Oh, and how about this one, do you want to give it a designed template and have it read and understand the text data from those slides? —Custom GPT. (btw… there are a myriad of ways to integrate .pptx files with your Custom GPT). More on that in another article.
I could spend weeks writing down everything you could use a Custom GPT for and still not cover everything. It’s that powerful!
Like Projects, Custom GPTs can upload up to 20 files (512MB each). Within a Custom GPT, the files you upload serve as the primary reference sources from which ChatGPT generates responses. Here’s how it works:
- Uploaded files become your Custom GPT’s unique knowledge base.
- ChatGPT references these documents directly when responding to queries.
- Custom GPTs also have “Instructions” – make sure to complete this section – important!
- Responses prioritize uploaded content, aligning specifically with your provided materials.
- If a query isn’t clearly addressed by uploaded files, ChatGPT can optionally fall back to its general knowledge base, unless you restrict it.
This makes Custom GPTs particularly powerful for sales, training, product information, FAQs, or tailored use cases where responses must closely align with company documentation, products, or guidelines.
Custom GPTs – Web Access Overview
A significant functional difference between ChatGPT Projects and Custom GPTs is web access. ChatGPT Projects do not support real-time web browsing—they can’t pull live data from external sources. To reference a URL, you’ll have to manually copy and paste the information into your project.
Custom GPTs, on the other hand, can access a URL when configured with browsing capabilities. This allows retrieval of up-to-date content from websites and integration with external data sources, making them ideal for tasks needing current information, such as market research, competitive analysis, or automated reporting. Please know, if the URL is gated, you won’t be able to access it with a Custom GPT.
What They Have in Common
Both ChatGPT Projects and Custom GPTs streamline your workflow and save time, whether you’re in sales, marketing, or any role heavily reliant on information recall. They allow for customization, file uploads, and efficient organization. Both are user-friendly—you don’t need to be a tech genius to use them. And you can access them on your computer or phone anywhere you have an internet signal.
Where They Differ (Basics)
Chart Source: ChatGPT
So, Which One Should You Use as a ChatGPT Plus User?
If you want an organized AI workspace to upload files, easily track them, and return to conversations without losing context, ChatGPT Projects is your best bet. It’s perfect for managing content, product knowledge, sales reports, or creating a custom knowledge base without database architecture.
If you need an AI assistant following specific rules, automating tasks, and providing real-time web access, choose Custom GPTs. It’s a fully tailored experience.
Final Thoughts
Both ChatGPT Projects and Custom GPTs are game-changers, solving different problems. If you’re a ChatGPT Plus user in marketing, sales, or executive leadership, understanding the strengths of each tool—including their web access capabilities—will give you a serious edge.
The one caveat: AI is changing at warp speed; what’s normal today might differ next week. So, keep checking back with me for updates and new releases from OpenAI.
Now… go get your hands dirty and make some noise with ChatGPT—I know your jaw will drop at how much it can do for you.
Scott MacFarland – YourBrandExposed.com
[VIDEO] Watch Ariel Brown Commentary
Sources:
- Image generated by OpenAI’s DALL·E
- Chart: ChatGPT
- Ariel Brown Video Commentary
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