How to use ChatGPT on (Web, Android, iOS, Windows & Mac)

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Your boss has asked you to send a within 2 minutes. What would you do? Would you start typing or get it drafted from ChatGPT? This chatbot is not just a tool. Instead, it has become an essential part of the routine. From offering valuable information, thought-provoking ideas, and customized strategies to solving all your doubts and queries, it provides limitless opportunities to grow and automate your work with ease at a 2x speed.

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As per the latest updates,  over 400 million active users are accessing ChatGPT every week, globally. Regardless of the niche you are into, it automates your work in an instant. But do you know how to use ChatGPT effectively for work? Come, let’s uncover the methods, pro tips, and a lot more that can ignite your conversations with ChatGPT and maximize your potential.

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What is ChatGPT? 

Developed by OpenAI, ChatGPT is an AI chatbot that uses NLP (Natural Language Processing) to craft human-like dialogue. Introduced in 2022, this has free and paid subscription plans for the users. At present, it has taken the world by storm and has transformed the way individuals operate in their daily lives. It can process images, text, and even audio inputs (based on the AI model you are using). 

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Tasks Performed by ChatGPT 

• Answer questions based on text or voice-based conversations on almost any topic. 

• Create content for blogs, stories, poetry, emails, social media content, advertising copies, and a lot more. 

• Declutter your thoughts and structure your ideas. 

• Generate images based on your imagination or refine them as per your requirements. 

• Provide the latest information about almost anything 

• Instantly analyze images/videos and describe them in words 

• Convert data into any charts or graphs as per your inputs 

• Translate text into different languages 

• Design mockups for coding 

• Create personalized social media strategies, hashtags, and keywords and can assist with all types of content

• Summarize information from blogs, articles 

• Solve lengthy math problems and justify the answers if required

• Proofread and refine content based on your inputs 

• Write personalized job applications, resumes, and even cover letters for varied industries 

• Generate quirky content depending on your requirements 

• Simplify complex topics and projects 

• Create a personalized growth plan for your career/goals 

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Is ChatGPT Free?

Yes, it’s free to access OpenAI. To begin with, you just have to create and log into your account. The only catch is that the free version only has GPT-4o mini (ChatGPT’s smallest language model). And the best part? You can still maximize its advantage to simplify your workflows and tasks without relying on the paid one.

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Difference Between Free and Paid ChatGPT 

Ever since GPT-4o mini, GPT-4o, and the newly launched GPT-4.5 came into the picture, the line of distinction between a paid and free account of ChatGPT has been reduced. The major benefit of taking its paid subscription (ChatGPT Plus/Pro/Team/Enterprise) is that you can create a customized ChatGPT based on your requirements. 

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Pricing of Paid Versions

Here’s the price list of paid versions of ChatGPT: 

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To get a detailed overview of the benefits of each plan, check here. 

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Steps to use ChatGPT:

Steps for free and paid versions (for mobile and web applications)

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1. Create your Account 

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To access a free or paid version of ChatGPT, it is mandatory to create an account on OpenAI (it’s totally free). For this, enter chat.com into your browser (mobile or desktop) and tap on the option ‘Create new account’.

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To do so, you can either use your email address or sign in using your Microsoft or Google account. If choosing an email address, a phone verification wl be required. This is done to verify whether you are a human or a bot.

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In case you already have created an account, you just need to click on ‘Log in’ and start your journey with the most popular ChatGPT and get your tasks completed within seconds! 

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Pro tip: Using a desktop version is better if you want to use it in your daily routine.

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2. Choose Your Preferred AI Model 

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By default, GPT-4o powered by ChatGPT is selected. The option to choose an AI model is only applicable if you have taken a paid subscription to ChatGPT. Every model has its benefits. Here are the types of models: 

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• Auto - Known for its intelligence and faster speed.
• GPT-4o with Canvas -  A beta version is great for collaborating on content.
• GPT-4.5 - improved ability to follow user intent and greater “EQ” make it useful for tasks like improving writing, programming, and solving practical problems.
• GPT-4o - Best to assist in basic daily tasks.
• o1-mini - A version of 01 (great in terms of speed).
• O1-preview: Works great when it comes to processing prompts that may require generating code or logical reasoning. 

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As per your tasks, to choose any of these models, you need to go to the dropdown menu in the chat window on the left side of the screen and select the most appropriate one. 

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Whereas, if you want to access the free version, you can start chatting with the bot and skip this step. 

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Pro tip: Before you purchase a paid version of ChatGPT, use its free version for a few months and understand your requirements. 

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If you are facing any problems in logging in or signing up for the chat.com website, you can reload your page a few times, and if the problem persists, check OpenAI’s troubleshooting guide.

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3. Start Chatting with ChatGPT 

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You can start asking your questions or instruct it to perform a particular task by typing your ChatGPT prompt, such as ‘Generate a blog post on ‘Top Digital Marketing Courses in 2025 in 1500 words’. 

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To get the content as desired, you must make your prompt as specific and as clear as possible. Here are some of the steps you must follow to get the best possible result: 

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1. Voice Mode:

If you are too bored to type, you can simply talk to ChatGPT using its voice mode. You can access it by clicking on the Voice Mode icon (present in the message bar).

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This can be used to type your prompt in speech-to-text format. With the introduction of multimodal GPT-4o mini, GPT-4o, and GPT-4.5, this AI responds in 320 milliseconds  (It can respond to audio inputs in as little as 232 milliseconds, with an average of 320 milliseconds, which is similar to human response time⁠ in a conversation.)  and makes you feel you are having a real conversation with your friend. But how does it work? Read further.

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Here’s how it works: ‍

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Step 1 - Click on the voice icon as shown above, and wait for the plain black dot to appear. 

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Step 2 - Wait for the wave-like circle to appear (now even a voice like Siri asks you what you are looking for). Once you can see it, you can start speaking and stop at your convenience. (mute and unmute). 

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Step 3 - Once you stop speaking, ChatGPT will consider your response and voice-like Siri will automatically respond to you. Once you are satisfied with the answer, you can end the conversation. 

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Step 4 - After the voice conversation, you will get the transcript of the conversation in your chat.

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Pro tip: If you are in a hurry, it is always better to use the voice note feature. 

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2. Image Upload:

‍In the message bar, you can click the paperclip icon and upload the image you want to re-generate, summarize, etc. To do so, upload the image you want to use and write a prompt with it. To make it faster, you can drag and drop the image from your desktop/ mobile into the message bar. 

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Pro Tip: If you want to compare two images or require a caption for a particular image, then this is the best feature.

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3. Interact or Refine ChatGPT Responses

No matter whether you are using a free or a paid version, this AI tool will generate the content in just a few seconds! Once generated, you can simply read and respond to it, in case you want to tweak it further. To do so, there are a few ways: 

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Step 1 - Edit your Prompt: To avoid wastage of time, you can simply hover the mouse over the prompt you had written earlier and click on the edit icon (a pencil shape)

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Once you are done editing, you can click on ‘Send’. For instance, the original prompt is “Write me a blog on What is the next thing big thing in 2025.”

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You can tweak it by writing - Write me a blog on What is the next thing big thing in 2025 in simple language (British English). Ensure that the word count does not exceed 2500 words. 

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Step 2 - Write or say a new prompt: If you don’t want to edit the original prompt, you can instead write a new prompt after it generates a response. But, does it remember the conversation?

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Yes. The best part of this chatbot is that it has a sharp memory and can make you feel like you are having a continuous conversation with a human. For instance, if you originally asked - Summarize what you can see in this image, and then to get a deeper insight, you simply write—provide in-depth insights of each thing you can see in this image. 

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Step 3 - Check the Credibility of the Information: Once you get a desired response, how will you know that the information is accurate? This is where you need to carefully review the 'sources’  section or click on the ‘globe-shaped’ icon and check if they are reliable websites.

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Despite this chatbot gaining momentum worldwide, it doesn’t always generate factually correct responses. Sometimes, it only provides information it was trained on. So, it is always better to check the credibility of the information before relying on it.

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Step 4 - Copy to Use the Response: After checking the credibility of the information, if you want to use the data further, you must copy the response and paste it where you want to. To copy the data, look for the ‘copy’ icon below the response.

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To confirm that your response is copied properly, a checkmark will appear to provide a confirmation. This is a seamless and easy way to copy the data without using manual ways. 

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Step 5 - Generate a New Response: In case you are still not satisfied with the response for which you had written a prompt, you must then click on the ‘Switch model’ icon and click on ‘Try again’.

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This will indicate the bot to provide a better response using the same prompt. It might take another few seconds, but it will generate a better response.

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Note: This ‘Switch Model’ is only accessible in paid options. 

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Step 6 - Like/Dislike the Generated Response: If the generated response was helpful, you can simply click on ‘thumbs up’ (indicating that you are satisfied with it) and ‘thumbs down’ (indicating that you expected better results).

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Being an AI tool, it does not really categorize data into good or bad; instead, it relies on human minds to guide it for future reference.

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Step 7 - Share the Chat Window: In case you want to share the generated response with your colleagues or your friends/family members, instead of taking screenshots or copying the responses, you can just click on the ' share’ button (placed on the top right corner of the chat window) and share the entire chat window with them.

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As you click on this button, it will automatically create a proper URL, which you can share ahead at ease. 

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Please Note: There is no restriction to sharing the chat window with anybody unless you are using the Enterprise version. If you are using this one, then the generated response can only be accessed by the members of the company. 

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4. Search Feature

‍If you are looking for the latest information on any topic, such as current events, recent statistics, or local informatin, then you must use this latest feature. To access it, you need to check the message bar and click on the ‘Search’ icon. 

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Right Way to Write Prompts: 

❌ Share the latest updates of the share market 

✅What is the current update of BSE Sensex?

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5. Reason Feature

‍In case you want to analyze, interpret, or require logical reasoning for a particular problem, then you can choose this option. This can be helpful for research, decision-making, and explanations. 

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Right Way to Write Prompts: 

❌ Solve this math problem: 2r + 5 = 17

✅ Solve this math problem step-by-step: 2r + 5 = 17

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How to Download ChatGPT on Windows and Mac? 

To eliminate the tedious process of logging in to the website, OpenAI has developed ChatGPT as an application for Windows and Mac versions.  

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ChatGPT for Windows 

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To download ChatGPT on your Windows, you need to install it from the Microsoft Store simply. Remember, this is only limited to individuals having a paid subscription. In the future, OpenAI might come up with an application that is accessible to all. 

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ChatGPT for Mac 

When it comes to Mac, the application of ChatGPT is accessible to all users. Whether you are accessing its free or paid version, you can easily use its app on Mac.  

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To install the ChatGPT app, you must look forward to these steps:

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1. Log in to ChatGPT using its web app (which is specifically designed for Mac)

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2. Once your profile is created, click on ‘Download the macOS application’. 

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3. Follow all the given instructions to install the application. 

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How to Access ChatGPT Desktop Application? 

Once the application is installed on a desktop (Windows or Mac), what’s next? Even though the ways to install the application are different for Windows and Mac, the functionality remains the same. Here’s how you can use it: 

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1. Open the ChatGPT application manually or use shortcut keys to open the launcher (a popup to start chatting with ChatGPT). 

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2. Use a prompt to initiate a conversation with ChatGPT. As discussed above, there are 3 simple ways to get the maximum output: – Talk, Type, or Upload an image or file. Here’s a quick summary of it:

1. Type Feature: Type your prompt in the message section. 

2. Voice Feature: If you wish to talk and have a real-time conversation, you can use the voice feature, which will also convert the speech into text after the discussion. 

3. Upload Feature: Using this feature, you can upload any image/file. You can even add a screenshot or photos you captured directly through the application.

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This feature is only applicable to the users who are accessing it through the website, not the web application yet. Here’s how you can upload an image on a desktop application: 

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Step 1 - Click the (+) icon in the message bar.

Step 2 - Select one of the options you want to upload an image - you can choose either a photo or take a photo or a screenshot through the app itself. 

Step 3 - Add the relevant prompt with the image and ensure you are not missing the specifications. 

Step 4 - Click on the send button and let the tool process your request.

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3. Once you get a response, you can edit or add a new prompt to get the desired and credible information. 

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Upload an image to ChatGPT through web and mobile application

To upload an image to ChatGPT, different steps need to be followed when accessing it through Desktop, Web, and Mobile Applications. We already saw the steps to upload an image from a desktop application; further, let’s see the ways to upload through mobile and web applications. 

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If you are using a web application, the following are some of the steps to upload an image: 

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1. Tap on the paperclip icon and then select the option ‘Upload from Computer.’ You can even drag and drop the image you want to use to extract information. If not, you can choose an image directly from OneDrive or Google Drive (only if you have connected it to the web app). 

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2. Select the images you want to use.

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3. Add instructions/query with the image.

4. Click on the send button and wait for it to analyze the image. 

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If you are using a mobile application of ChatGPT, here are the steps to upload an image: 

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1. Click on the (+) icon in the message bar.

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2. Select one of the options to upload an image - You can either choose a photo from your gallery, take a fresh photo, or attach files (as shown below). 

3. In case you want to extract information or require details from a particular part of the image, you can either annotate or circle that part for clarity. (this step is optional)

4. Click on Next. 

5. Add your prompt. This should have clear instructions related to your question. 

6. Tap on the send button. 

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How to Manage Your Data in ChatGPT?

Now that you know how to access ChatGPT in mobile and desktop versions, you might wonder about data management. In today’s era where data security is an increasing challenge, how can you trust this AI tool? Can the data be erased or stored permanently? And the endless questions get added here.

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Before you start browsing to get your answers, we have accumulated most of the ways to manage your data. Before we dive into it, you must know that the steps to manage data differ for each device you are using to access ChatGPT. 

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Following are some of the ways to do it: 

1. Clear the Memory of ChatGPT 

The memory of ChatGPT is, by default, on for all the versions of ChatGPT Plus. Like all other applications, you just need to make a simple change in settings. Otherwise, manually, you cannot tell ChatGPT to know about you and respond in a specific way. Instead, it can refine its responses based on your inputs. Here are the steps you must follow to turn off the memory from any version of ChatGPT (free or paid).   

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1. Tap on your profile and click on 'Settings.’ 

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2. Click on ‘Personalization’ and you will find two options: 

• Delete specific memories: In case you have disclosed some of your personal information before and want to delete that specific memory, you can click on ‘Manage’ and then press on the delete icon, which is placed next to any memory you want it to delete from its memory. If you feel that all your information is sensitive, you can easily erase all memory at once by clicking on ‘Clear Memories’. 

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• Turn off memory - If you do not want ChatGPT to remember your data, you can simply click on the toggle beside ‘Memory’ to turn it off. After performing this activity, you can rest assured that it will not remember your future conversations.

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These settings are instantly applied to all the devices you are using to access this tool. For instance, you performed this change in settings through your mobile application. If you have logged in through desktop or web applications, this setting will automatically be saved in those applications too. 

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Note to remember: Deleting your previous conversations in your chat or turning off your memories will not really clear the memories. The best way is to delete them or instruct ChatGPT to forget all the previous memories. However, OpenAI retains a bulk of forgotten memories only for up to 30 days for safety purposes. 

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2. Delete your Conversations with ChatGPT 

As we discussed above, deleting your past conversations with ChatGPT is the right way to erase your memories. Here’s how you can do it through your desktop and mobile applications. 

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If you are using the web application of ChatGPT: 

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Step 1: Click on your main profile and then ‘Settings’.

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Step 2: The option of ‘General Settings’ will be visible on your screen. 

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Step 3: Click on ‘Delete All’. This will be placed beside ‘Delete all Chats’. 

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Step 4: Confirm your deletion by clicking on ‘Confirm Deletion’. Remember, you cannot undo your deletion activity after clicking on this icon. 

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In case you want to delete a specific conversation from your chats, here are some of the steps you must follow: 

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Step 1 - In the side panel of ChatGPT, you can simply hover the mouse over the title of the conversation you are willing to delete from its memories. 

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Step 2 - Click on the (....) icon.

Step 3 - Then, click on the ‘Delete’ button. 

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Step 4 - In the popup, it will ask you to confirm your deletion activity. Press on ‘Delete’, and your conversation is erased from its memory. 

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But if you are accessing ChatGPT through your mobile, how do you delete your ChatGPT conversations from its mobile application? Here are some steps to delete all of your previous conversations in one go. 

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Step 1 - Open the settings by clicking on your profile. 

Step 2 - Click on ‘Data Controls’.

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Step 3 - Tap on ‘Clear Chat History’ (for Android users) and ‘Delete All Chats’ (for iOS users). 

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Step 4 - Click on ‘Confirm’.

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To delete specific conversations from the mobile application of ChatGPT, here are the following steps: 

• In the side panel of ChatGPT, hold the title of the conversation you want to delete from the memory. 
• Click on the option to Delete. 
• To confirm the deletion activity, tap on ‘Delete’ again. 

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3. Archive ChatGPT Conversations 

Suppose you are in the office and do not want certain personal conversations to be displayed in the side panel, just like WhatsApp chats. How to archive ChatGPT conversations in a desktop application? Can I do that? Yes. 

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Follow the below steps: 

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Step 1: Go to the side panel of ChatGPT; simply hover the mouse on the title of the chat you want to archive and hide. 

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Step 2: Click on the (...) option .

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Step 3: Tap on ‘Archive'.

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In these 3 simple steps, you can archive your conversations with ChatGPT. If you are willing to archive all your conversations at once, you can do it by following the below steps: 

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Step 1: Click on the ‘Settings’ by tapping on your profile.

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Step 2: Click on ‘Archive All’. You can see this option beside ‘Archive All Chats’ 

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Step 3: Confirm this change in a setting by clicking on ‘Confirm Archive’. 

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Further, if you wish to view and restore your archived conversations, you must go to settings and carry out the further steps as mentioned below:

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1. Click on ‘Manage’. You will find this right beside ‘Archived Chats’.

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2. You will get 3 options on your screen: View, Unarchive, and Delete. Let’s learn about these options in detail: 

• View - To view a particular archived conversation, click on the title of it. As you view it, you will get the option to unarchive it. ‍
• Unarchive - If you want to unarchive a conversation, you must click on the upward-facing arrow (unarchive icon). ‍
• Delete - In case you want to delete the archived conversations, you can simply click the ‘Delete’ icon and erase the conversation from its memory. 

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But does it work the same to archive conversations through mobile applications? No. It doesn’t. So, how do you delete your ChatGPT conversations from the mobile app? Here are the steps: 

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1. In the side panel, look for the name of the conversation you want to archive. 

2. Once you find the name you are looking for, hold it and click on ‘Archive’ 

3. To confirm, tap on ‘Archive’ again

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In case you want your side panel to stay empty and not disclose any of your previous conversations, you can archive all of them at once. This is what you can do:

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1. Open your settings.

2. Click on ‘Data Controls’.

3. Tap on ‘Archive Chat History’ (for Android users), ‘Archive All Chats’ (for iOS users).

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If you just want to view or restore your archived conversations with ChatGPT, here are the steps you need to follow: 

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1. Open your settings by clicking on your profile.

2. Click on Archived Chats.

3. Hold on to the conversation you want to view, and click on ‘View’. Similarly, to restore them, click on ‘Unarchive'.

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How to use Temporary Chats in ChatGPT?

The feature of temporary chat is just like your friendship with a friend you barely hang out with. If you interact with ChatGPT on an occasional basis, then this one is for you! Without the stress of getting your information stored in its memory, this temporary chat feature is bliss if you have turned on your custom instructions (this will help the tool follow only certain directions). To use this feature, you just need to follow this 3-step process quickly:

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Step 1 - In the existing conversation or a new one, click on the model (you will see this in the top left corner of the chat available in all free and paid versions).

Step 2 - Turn on the toggle beside ‘Temporary Chat.’

Step 3 - Click on ‘Continue’ and you are all set to use this feature! 

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Even though the conversations will remain for a temporary period and will not appear in your chat history, OpenAI might restore them for 30 days. 

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What is Model Training and how to Turn it Off? 

By default, whatever you enter in ChatGPT might use your conversations as training data to enhance the models of OpenAI. To be on a safer side, here’s how you can turn it off: 

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Step 1 - Go to your profile and click on settings.

Step 2 - Tap on ‘Data Controls’.

‍Step 3 - Choose the option ‘Improve the Model for Everyone'.

Step 4 - Click on its toggle and turn it off.

Step 5 - End the activity by clicking on ‘Done’.

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How to Build a Custom ChatGPT? 

Tired of giving the same prompt to ChatGPT, like ‘Keep the tone creative and engaging’ or ‘Write the response in British English?’ To make it simple, you can use custom instructions that have a predefined set of instructions on how to respond to all your prompts. Unfortunately, if you are using the free version, you can only create one set of this instruction. 

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In case you have a subscription to ChatGPT Plus or the Enterprise version, you can simply use its natural language to create your custom ChatGPT (popularly known as GPTs). Each GPT is programmed in its own specific set of instructions. If not, you can even access pre-built GPTs, similar to a Data Analyst Chatbot of ChatGPT. The good news is that GPTs are also available on a free version, but here’s the kick: you can’t create them. 

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Here are some of the benefits of choosing GPTs over custom instructions: 

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• Interaction with other GPTs - This means that if you indulge in a conversation with one GPT, you can tag any other GPT in your prompt. For instance, you are having a great conversation with the Tech Support Chatbot, but for one particular task, you tagged Summarizer AI to simplify the content. So, this way, it is already pre-set with the command. 

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• Upload Knowledge-based Files - While writing prompts, you may add knowledge-based references to them. To eliminate the tedious tasks of copy-pasting the references, every time you add a prompt, you can directly add the reference file to the GPT builder. This will minimize the efforts and automatically take care of things.  

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Can ChatGPT Refuse to Answer the Prompts? 

OpenAI is often committed to keeping ChatGPT safe and beneficial for all users. With a view to this, they have launched various policies and an in-built ability to reject prompts that are offensive or inappropriate.

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Following are some of the prompts that will get rejected by ChatGPT. 

• Prompts that violate its use case policy, covering topics such as harassment, hate speech, adult content, terrorism, illegal activities, or self-harm. 
• If the prompt attempts to manipulate or exploit the country in various unethical ways.
• In case your prompt aims to spread false information or get involved in any unlawful activity.
• If you ask for confidential, sensitive, or personal information of anybody.  
• If the content involves misleading society, such as deepfake or harmful information. 
• In case you request copyrighted information or work that is already trademarked by others.

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Note: The above lists do not contain all the types of prompts that will be rejected. To get an in-depth understanding of it, you can ask ChatGPT itself by writing a prompt like this: Which prompts are likely to be rejected by you? In addition to the above list, you must also know that ChatGPT cannot remember your passwords or give personalized medical advice yet. So you can use it accordingly and leverage its benefits. 

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Is ChatGPT Accurate? 

ChatGPT produces made-up answers that can be incorrect in actual terms. To ensure that the information is correct, you must ask for reliable sources. In some areas, it automatically generates responses with proper sources; this can make your life easier. 

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Pro Tip: Ask for trustworthy sources in the prompt whenever you require any information, especially when it comes to current information. Ensure you check the sources and then only move ahead with it. 

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How to Automate ChatGPT? 

Even though ChatGPT works like magic, you can integrate it with other software and maximize its benefits. Software like Boltic has the best AI integration tools and is designed to make your daily workflow faster with custom settings. Here’s how it can bring value to your queries.

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1. Read Sheet Integration -  You can read data from a Google Sheet using this. To quickly complete your work, you can take the help of ChatGPT and automate it easily.

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Example - If creating a workflow sounds boring to you, you can simply automate it using this feature by using the option of ‘Read Sheet’. Using the same workflow,  you may directly send the data to ChatGPT and take it from there.

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2. Function Integration - Powered by Boltic, this feature helps to execute various operations and functions rapidly.

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Example - You want to give instant replies to your customers, but don’t know how to? Boltic and ChatGPT will assist you! They will generate responses and send custom replies to all your customers.

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3. Converter Integration - Want to transform your data into various formats? This feature will help you. Using this with ChatGPT,  you can automate your tasks from head to toe. 

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For example - Tired of converting customer queries from XML to text? Boltic automates it in just seconds. Integrating it with ChatGPT can make it easier with automated replies.

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To know about other products and solutions of Boltic, click here.