Google Forms

What’s New in Google Forms?

Set Up Your Form

Create Your First Question

Create Additional Questions

Collaborate

Change the Theme

Organize the Form

Customize the Confirmation Page

Send the Form

Choose a Response Destination

View Responses

Set up Notifications

Editing an Existing Form

Deleting Responses

What’s New in Google Forms?

Since February 2013, Google has released a new version of Forms and several significant updates:

  • Forms are now collaborative.

Share your form with a colleague and develop your questions together, in real-time.  As with Docs, Slides, and Sheets, you can also chat within Forms.

  • Improved copy-and-paste

Copy a list of bulleted items or multiple rows of text and paste it into a form to make each line an individual answer option.

  • Choose a Response Destination

You can now choose if you want your responses to be stored in the form as CSV file (responses only visible upon download) or in a separate spreadsheet (responses visible in real-time).

  • All changes are auto-saved.
  • Keyboard shortcuts
  • Print your form
  • A Chrome Web App is available for Forms

Set Up Your Form

  1. Go to Google Drive
  2. Select Create > Form

        

  1. Enter a title for your form and select a theme (both can be changed later)

        

  1. Select the access options for your form.  

        

If your audience includes students or non-PGCPS personnel, uncheck “Require....login”.

  1. Enter a description or directions in the text box below the title (optional)

Create Your First Question

  1. Click inside the Untitled Question textbox and key in your question.
  2. Enter help text (optional)
  3. Select your question type:
  1. Enter your answer options.

For Multiple Choice, Checkbox, or Choose from a list questions, enter your answer choices in the boxes below the question type. You can type each option in one of the boxes, or copy a bulleted list and paste it into the first box.

“Add ‘Other’” allows users to select “Other” and to enter an alternate response.

  1. To require users to answer the question in order to submit the form, select “make this a required question”
  1. Click Done

Create Additional Questions

Click arrow next to Add Item (below your last question) and select a question type.  

Use the icons next to each question to edit, duplicate, or delete:  

Collaborate

Google Forms now allows real-time collaboration and chat within the Form editor.

  1. From the File menu, select Add collaborators....

        

  1. Enter the names/email addresses of the collaborators in the Add People box
  2. Click Share and Save 

When another editors join you in a form, a colorful line will appear to the left of a question he/she is editing. You will not see the changes to the question until the editor clicks “Done.” The blue line represents where you are.

Change the Theme

  1. Select the Theme button on the toolbar

        

  1. Select a theme based on the thumbnails
  2. Click OK 
  3. To preview your form with the new theme, click View live form.

Organize the Form

Rearrange the Questions

  1. Hover over  question until a 4-way arrow appears
  2. Click, hold and drag your question to a new location.
  3. Changes are saved automatically

Insert Headers to break your form into sections

  1. Select Add Item
  2. Select Section Header
  3. Enter a Title and description (optional)

Insert Page Breaks into your form to divide the form into multiple pages.  This is helpful when you have a long form. It is also a required step when creating a branching (or logic) form.

  1. Select Add Item
  2. Select Page Break
  3. Enter a Title and description (optional)

Insert an Image

Images do not have questions/answers associated with them.  Instead, you can insert a question before or after the image and refer people to it.

  1. Select Add Item
  2. Select Image
  3. When the insert image window appears, select an image source.
  4. Enter a title for your image (optional)
  5. Enter a __ for your image (optional) - this will appear when someone hovers over the image.
  6. Resize the image by clicking on it then dragging the corners in the appropriate direction.
  7. Click the alignment icon to adjust the alignment of the image.

Customize the Confirmation Page

Send the Form

Now that your form is complete, you can make it available via a link or through an email.

Get the Link

  1. Click the blue Send form button
  2. Copy the link that is displayed
  3. Click the Done button

Send Via Email

  1. Click the blue Send form button
  2. Add names/email addresses to the Add people field.

        

  1. The form will be included in the email.  If you prefer not to have the form included, uncheck “Include form...”
  2. To receive a copy of the email you are sending, select “Send me a copy
  3. To customize the subject and text of the message, click on “Customize message and subject” and update the text.
  4. Click Send

Choose a Response Destination

The default storage location for form data is in a New Spreadsheet.  You can change this location from the Responses menu.

New Spreadsheet

A new Google Spreadsheet will be created and results will be displayed in real-time.  You can also view the summary of responses. By default, the name of the spreadsheet will be the same as the form with “(Responses)” appended to it, but you can make it anything you like.  Since responses are also available as a downloadable CSV, this option allows you to manipulate the responses without affecting the original responses.  If you always want to create a new spreadsheet when creating a Form, select “Always create a new Spreadsheet” and you will not be prompted to choose in the future.

New sheet in an existing spreadsheet

You must select an existing spreadsheet and a new tab will be created. The new tab will display form responses in real-time.  You can also view the summary of responses. This option can be useful when you have multiple forms collecting similar information.

Keep Responses only in Forms

You can see a summary of all the responses, but not the individual responses.  To view individual responses you must download the CSV file.  This option is not recommended if you need to monitor responses as they are submitted.

  1. Select your response destination

  1. Click Create

  1. You can change your response destination at any time under the Responses menu. Select Change response destination and make your new selection.

View Responses

There are three ways to view responses:  as a summary or as individual responses in a downloaded CSV or in a Google Spreadsheet.

View a Summary of Responses

The summary will indicate how many total responses have been received and will display charts and graphs for selected response questions.

  1. Locate and open the form in your Google Drive list.
  2. From the Responses menu, select Summary of Responses
  3. The summary will open in a new tab/window and cannot be modified.

        

Download Individual Responses in a CSV

  1. Locate and open the form in your Google Drive list. (Look for this icon )
  2. From the File menu, select Download As.
  3. The file will begin to download. Depending on your browser, you may have to locate the Downloads folder to open the file.
  4. Any changes you make in the downloaded file will be offline and will not be reflected the next time you download the CSV file.

View Individual Responses in a Spreadsheet

You must have set the response destination as spreadsheet for this option to work.

  1. Locate and open the responses spreadsheet in your Google Drive list (Look for this icon ).
  2. You can sort or filter this data and it will not impact the original form submissions which will always be available as a download from the File menu.

*If you did not invite anyone to collaborate on the form questions, but you would like them to have access to the spreadsheet of responses, use the Share button in the upper right corner to share the spreadsheet.  If you give them edit access to the responses, they will also have editing access to the form questions, via the Form menu.

Set up Notifications

Notifications will alert you when a form has been submitted.  The actual content of the submission is not visible until you access the responses.  Each editor must turn on/off notification for their own account.

  1. In your Drive list, locate and select the spreadsheet with responses.
  2. Select the Tools menu
  3. Select Notification Rules
  4. Select “when a user submits a form 
  5. Select “daily” or “right away” (this is how soon you will be notified once a form has been submitted.
  6. Click on Save
  7. Close your spreadsheet

Editing an Existing Form

  1. In your Drive list, locate and select the form (Look for this icon )
  2. The form editor will open.
  3. You can create/update/delete questions and other form settings. If you rearrange or delete a question in the form editor, it will still appear in the corresponding spreadsheet of responses.

OR

  1. In your Drive list, locate and select the spreadsheet with responses. (Look for this icon ).
  2. From the Form menu, select Edit Form.
  3. The form editor will open in a new tab/window.

Deleting Responses

  1. In your Drive list, locate and select the form (Look for this icon )
  2. From the Responses menu, select Delete all responses 
  3. This will clear responses from within a form.

This will delete responses from the Summary view, and will not be included in any future CSV downloads.  However, if you chose to have responses stored in a spreadsheet old responses will remain in the spreadsheet along with any future submissions.

                updated July 2013