*Thisarticle is based on a YouTube video by Sophie Hundertmark, an expert in the use of artificial intelligence with a focus on chatbots and strategic AI applications in companies and public institutions. Sophie is a researcher and lecturer at the Lucerne University of Applied Sciences and Arts and is doing her doctorate in Conversational AI at the University of Fribourg. The blog text was created using a custom GPT model that was trained on Sophie’s video content, language style and expertise. The result is well-founded, up-to-date articles based on Sophie Hundertmark‘s own expertise.
You can find the link to the video at the end of this article.
ChatGPT is constantly evolving. New features are being added, menus are changing, and depending on your subscription, different options may be available. So it’s understandable if you’re wondering: Where can I actually find things—and which settings are really relevant to me?
In this post, we’ll take a closer look at the most important parts of the ChatGPT interface. From choosing a template to projects and plugins, all the way to personalization, reminders, and data protection, you’ll get an overview of the features you should be familiar with.
It’s important to note that the ChatGPT interface changes regularly. In addition, features may vary depending on the plan and availability. The following overview is therefore based on the version of the interface shown in the video.
The General Chat Window: The Starting Point for Your Work
The classic chat window is probably the part that most of you are already familiar with. Enter your prompts here and work directly with ChatGPT.
Depending on the available interface, you can choose how—or with which ChatGPT model—you want your request to be processed. In addition, features for voice input and voice control are available. So instead of typing in your request, you can also talk to ChatGPT.
In addition, you can upload files and use other features or connected systems. As a result, the simple chat window is increasingly becoming a central workspace.
Work: An Alternative Work Environment
In addition to the standard chat, you can also switch to the Work section—provided this feature is available with your plan.
The interface looks a little different there and is more geared toward structured work. For example, you can access projects and use other features. Depending on availability, additional models or job opportunities may also be offered there.
Especially if you use ChatGPT not just for individual questions but regularly in a professional context, it’s worth taking a look at this section.
Search for chats and find content faster
Over time, quite a few conversations accumulate in ChatGPT. That’s why the search function in the sidebar is especially helpful.
For example, if you search for a specific term, you can find relevant content. These can include not only traditional chats, but also—depending on the content saved—images, documents, or projects.
This is especially handy if you use ChatGPT regularly and don’t want to start a new chat every time.
Here’s an extra tip: Name important chats as clearly as possible. A descriptive name makes it much easier to find a specific work status later on.
The Library: Organizing Files and Content You’ve Created
In the Library, you’ll find content that you’ve created with ChatGPT or saved there. You can search through the content and, for example, filter by images or files.
As a result, ChatGPT is increasingly evolving from a simple chat tool into a work environment where various types of content come together.
Even so, you shouldn’t just upload all your files to ChatGPT permanently. Storage is limited, and especially when dealing with large datasets, connected cloud systems may be the more practical solution.
Manage Scheduled Tasks with ChatGPT
ChatGPT can also be used for tasks that need to be performed on a regular basis. You can find these planned tasks in the corresponding overview.
This is useful if you want to automate certain recurring tasks. Instead of manually running the same prompt over and over again, you can set up recurring tasks—provided the feature is available.
This means ChatGPT isn’t just a tool you actively use—it can also help you with routine tasks.
Plugins and Integrated Systems
ChatGPT becomes especially exciting when you connect the tool to other systems. Using plugins or corresponding integrations, you can, for example, integrate services such as Google Drive or Calendar.
This allows ChatGPT to be more closely integrated into your existing workflows.
However, before establishing a connection, you should always be aware of what data the system will be able to access as a result. For example, if you connect a calendar, you allow ChatGPT—or the corresponding integration—to access information from that system.
Therefore, before each connection, check the following:
- What information is required?
- What types of content does the app have access to?
- Is this access necessary for my specific use case?
- Do the connected systems contain sensitive or personal information?
Not every technically feasible integration is automatically appropriate for every use case.
Create Images and Websites Directly with ChatGPT
Among other things, you can use the additional features to create images. You can now do this directly from a regular chat: Just describe the image you need, and ChatGPT can help you create it.
Websites and landing pages can also be created using the appropriate features. Depending on the current stage of development, these capabilities may still have some limitations, but they clearly show the direction in which ChatGPT is heading: away from a simple text chat and toward a more versatile work platform.
GPTs: Create Your Own AI Assistants
Another important area is GPTs, or custom GPTs. Simply put, these are custom-configured versions of ChatGPT that you can set up for specific tasks or use cases.
You can discover publicly available GPTs and access the GPTs you’ve created yourself. You can edit, customize, or delete your own GPTs.
When creating the wizard, you have the option to build it using a dialog-based approach or to configure settings directly.
Custom GPTs are particularly useful if you want to perform certain tasks repeatedly according to similar rules. Instead of having to explain all the background information to ChatGPT from scratch every time you start a new chat, you can set up a specialized assistant for your specific use case.
Pin, rename, and share important chats
You’ll use some chats more often than others. You can pin these conversations to make them easier to access.
You can also access additional features through the chat menu. For example, you can rename or share a chat.
When you share a chat, a link is generated that allows other people to access the shared chat. So please be careful here as well to check what information is included in the conversation before you share a link like that.
Projects: Organizing Topics and Client Assignments in a Structured Way
If you’re working on a specific topic for an extended period of time, projects can be helpful.
Within a project, you can assign various chats and sources to a shared context. This is suitable, for example, for more extensive topics or client projects.
Instead of scattering information across many individual conversations, you can organize related content in a more structured way. This can significantly improve your overview, especially during longer work processes.
Use multiple ChatGPT accounts
Depending on which features are available, you can now switch between different ChatGPT accounts.
This can be useful, for example, if you have a personal account and also an account for your professional activities or for college.
A clear distinction can be particularly useful when dealing with different usage contexts. Still, always make sure to check which account you’re currently logged into before uploading information or starting new chats.
Personalization: Customize ChatGPT to Suit Your Work Style
One area you should definitely take a closer look at is personalization.
Here, you can specify how you want ChatGPT to interact with you. Depending on the version available, you can adjust the tone and other personal preferences, for example.
However, it’s not necessarily true that the more information you provide about yourselves, the better.
Instead, consciously consider what information ChatGPT actually needs to provide you with meaningful assistance. You should not store personal or sensitive information simply because there is a setting available for doing so.
Memories: What should ChatGPT remember about you?
Using its memory feature, ChatGPT can take into account information from previous interactions. You can enable this feature and manage your saved reminders.
This can be convenient because you don’t have to keep repeating certain information.
At the same time, it’s a good idea to check your reminders regularly. Check what information is stored and whether you want it to continue to be used.
The reminder feature is therefore not just a convenience feature, but also a setting that you should give careful consideration to.
General Settings and Notifications
You’ll find many more options in the general settings. These include, for example, the layout, colors, and notifications.
So you can specify when and how ChatGPT should provide you with information and customize the interface more closely to your personal preferences.
In addition, you’ll find other sections, such as those covering personalization, connected systems, language and voice, billing, and usage.
It’s worth taking the time to review these settings rather than simply leaving them at their default settings.
Data Control and Sensitive Information
The settings related to your data are especially important.
As a general rule, you shouldn’t assume that sensitive information will automatically disappear everywhere and immediately just because you delete it later. The video therefore explicitly warns against entering confidential information in the first place and then assuming that deleting it will immediately erase all traces.
The better strategy is this: Before entering any data, consider whether certain information should even be fed into an AI system.
This applies, for example, to personal data, confidential customer information, or internal company data.
That’s why, especially in a professional setting, data protection should be an integral part of your AI process—and not something you only consider after sensitive data has already been entered.
Use Storage Wisely
Available storage is also an issue. It doesn’t necessarily make sense to simply upload all your existing files directly to ChatGPT.
If you want to work with larger datasets, integrated cloud storage or other systems may be a better alternative.
Here, too, the specific use case is crucial: What files does ChatGPT actually need? What information can remain external? And what data should you avoid providing in the first place for privacy reasons?
A thoughtful data strategy will help you use ChatGPT more efficiently and responsibly.
Additional Settings: Security, Account, and Keyboard
In addition to the familiar features, there are numerous other settings available. These include, among other things, options for sensitive content, login credentials, logged-in devices, parental controls, and trusted contacts.
You can also customize account and keyboard settings. Depending on how much you use ChatGPT, even small adjustments in your daily routine can make a difference.
You don’t have to change every setting right away. What’s much more important is that you know what options are available and where to find them.
Conclusion: Take the time to configure your ChatGPT settings
ChatGPT can now do much more than just answer simple questions. Chats, projects, the library, GPTs, connected systems, reminders, personalization options, and other settings turn this tool into a comprehensive work environment.
That’s exactly why it’s worth looking beyond just the input field.
Take some time to consciously click through your settings. Think about which features actually help you in your work and what data you want to provide to ChatGPT.
That said, you don’t have to start using every new feature right away. The key is for you to understand the options and make an informed decision about what makes sense for your specific use case.
And despite all the enthusiasm for AI, one thing remains true: Chatting and prompts are helpful—but critical thinking is still important. And sometimes it’s okay to just turn off the computer.
Any further questions?
Do you have any questions? I am happy to support you, act as a sparring partner and answer your questions. I am always happy to receive your messages, preferably by WhatsApp message or e-mail.
