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Where to store AI prompts: Comparing 4 common options

If you’re actively working and experimenting with AI tools, you probably have a growing collection of prompts you return to again and again. They might be crafted for generating story ideas, refining code, or guiding in-depth analysis. Keeping them organized saves time and ensures consistent results.

The challenge is deciding where to store them. While a single text file can work in the short term, there are more effective ways to manage prompts—especially if you use them often.

1. Dedicated prompt management tools

Prompt management platforms—such as PromptHero, PromptBase, or PromptBox—are designed specifically for storing, organizing, and sometimes sharing AI prompts.

How it works

  • Store prompts in a cloud-based library with tags and categories
  • Some offer prompt version history and usage analytics
  • Certain tools integrate directly with AI platforms via browser extensions or APIs

Advantages

  • Centralized storage for large prompt collections
  • Purpose-built features like collaborative editing and sharing
  • Easier to manage different prompt versions

Drawbacks

  • Often require switching between your AI tool and the library

Best for

  • Teams collaborating on prompt design
  • Power users with large, specialized prompt collections

Example: A marketing agency could keep brand-specific copywriting prompts in a shared workspace so every team member uses consistent wording.

2. Web Text Expander extension

Web Text Expander is a browser-based snippet manager that lets you store AI prompts and quickly insert them anywhere online using a shortcut. This tool is designed to work seamlessly not only in web AI chat platforms like ChatGPT, Gemini, Claude, but also for repetitive texts in other web environments such as Gmail, Google Docs, social media, and more.

How it works

  • Create a snippet containing your prompt and assign it a short trigger (e.g., /content_outline)
  • Type the trigger into any compatible website field, and the prompt appears instantly
  • Organize prompts with category tags for faster search and filtering
  • Use Quick search to find a prompt without leaving the LLM platform

Advantages

  • Extremely fast for inserting prompts into web-based tools without copy-paste
  • Unlimited shortcuts and tags for organization
  • Premium features include rich text formatting and cursor control for placing the AI’s focus
  • Supports import/export of prompts between devices

Drawbacks

  • Cross-device syncing is limited compared to desktop-based tools

Best for

  • Professionals who regularly use AI prompts in browsers
  • Professionals working in web apps with repetitive typing tasks

Example: An estate agent could store a detailed property description prompt as /propdesc and use it instantly when drafting listings in ChatGPT.

Read more: How to save ChatGPT prompts

3. Note-taking tools

Apps like Notion, Evernote, Obsidian, or Apple Notes can double as prompt libraries.

How it works

  • Create a dedicated notebook, page, or database for prompts
  • Use tags, folders, or backlinks to group prompts by topic or purpose
  • Include screenshots or example outputs with each prompt

Advantages

  • Flexible and often already part of your workflow
  • Store prompts with related research or project materials
  • Search and cross-device syncing are usually excellent

Drawbacks

  • Slower than dedicated tools for inserting prompts into AI chats
  • Requires manual organization to stay tidy
  • Can feel cluttered if mixed with unrelated notes

Best for

  • People who want prompts stored alongside project resources

Example: A researcher could keep prompts in Notion alongside linked datasets and summaries for a full project record.

4. Documents and spreadsheets

A straightforward approach: store prompts in Google Docs, Word, Google Sheets, or Excel.

How it works

  • Each row or section contains the prompt, its intended use, and notes
  • Spreadsheets allow columns for tags, AI compatibility, and last-used dates

Advantages

  • Simple and accessible from almost any device
  • Easy to share and back up
  • Spreadsheets make filtering and sorting prompts simple

Drawbacks

  • Requires copy-paste to use prompts in AI tools
  • Limited formatting options for complex prompt structures
  • Shared files can suffer from version conflicts

Best for

  • Beginners building their first prompt list

Example: A freelance writer could store prompts in Google Sheets, adding columns for project type and client-specific requirements.

Choosing the right storage method

The right option to store your AI prompts depends on how frequently you use prompts, where you use them, and how much organization you need.

  • For speed and daily use in web apps: Web Text Expander
  • For specialized collaboration: Dedicated prompt management tools
  • For context-rich storage: Note-taking apps
  • For simplicity and sharing: Documents and spreadsheets

Many users combine these methods—for example, keeping a master list in Notion but using Web Text Expander for the top ten prompts they use daily.

AI prompt storage methods compared

Storage method Speed of use Ease of organization Collaboration Best for Notable limitations
Web Text Expander ★★★★★ Extremely fast — type a shortcut and the prompt appears instantly ★★★★★ Tags and search for quick filtering ★★ Basic sharing via export/import Professionals using prompts in web apps daily Limited cross-device sync
Dedicated prompt management tools ★★★ Moderate — may need to copy from the tool into the AI platform ★★★★★ Built for prompt categorization, tagging, and version history ★★★★★ Strong team sharing features Teams or power users with large prompt libraries Often requires switching apps
Note-taking tools ★★★ Slower — manual copy-paste ★★★★ Flexible tagging and linking; integrates with project notes ★★★ Good for shared notebooks Users who refine prompts over time Can become cluttered; less direct for AI use
Documents and spreadsheets ★★ Slow — copy-paste from file ★★★ Simple lists or sortable columns ★★★ Easy file sharing Beginners or simple team references Limited formatting for complex prompts; version conflicts possible

FAQ

What is an AI prompt library?

An AI prompt library is a curated collection of prompts organized for easy reuse. It can be as simple as a personal document or spreadsheet, or as advanced as a dedicated platform with categories, tags, and search features. Tools like Web Text Expander let you build your own prompt library, store prompts locally, and insert them instantly into AI tools using shortcuts.

Where to save AI prompts?

AI prompts can be saved in various locations depending on your workflow and needs. Options include using built-in features within AI tools, dedicated prompt libraries, note-taking apps, or code repositories. For fast access across multiple AI web-platforms, a text expander like Web Text Expander lets you store prompts as reusable snippets with shortcuts and tags.

How to organize AI prompt library

An organized AI prompt library makes it easy to store, search, and reuse your best prompts. In Web Text Expander, this means giving each snippet a clear name, adding consistent tags, and keeping your collection structured so you can manage dozens—or even hundreds—of prompts efficiently.

How to manage AI prompts?

Use clear prompt names (e.g., ";yt_outline"), add tags for search, group similar prompts (e.g., research, drafting, QA). You can also keep short “notes” inside the snippet for usage tips, and version important prompts (v1, v2).

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