Google’s free toolkit provides Making a Google Forms (Google Workspace). One of the easiest methods to gather data, it will immediately store the information to a spreadsheet. Let’s begin immediately.
An overview of Google Forms
In 2008, two years after Google Sheets’ first release, Google Forms was first offered as a feature. A form might be added to a spreadsheet, formatted on a different sheet, and the results shown on yet another page. Although it was simple, it served its purpose. Over time, Google expanded the functionality of Forms, and in early 2016, it became a standalone app. Currently, you can create and manage forms with templates and easy access to all of your forms in one location at docs.google.com/forms.
Google Forms has evolved into a robust forms tool that is included at no extra cost with any G Suite for Education or G Suite for Business account. Standard question kinds may be added, questions rearranged in any sequence you choose with a simple drag-and-drop interface, and the form can be personalized with photographs and basic color schemes before responses are gathered in Google Forms or exported to a Google Sheets spreadsheet.
The best way to see how simple it is to use is to making a Google form, so let’s do that now.
Building your first Google Form
The Google Forms mobile app provides the quickest and easiest access to form creation. Visit docs.google.com/forms and pick a pre-made form or create one from scratch. You may also access Google Forms directly from Google Documents, Sheets, or Slides by going to File > New > Form. Alternatively, you may start a fresh new form in Google Sheets by going to Tools > Build a Form. Opening the spreadsheet where you want the data to go, starting the form, and having the responses saved there without any more clicks is the easiest way to get data into a new or existing spreadsheet.
The editor for Forms is simple to use. The fields in your form take up the majority of the screen’s central region after a brief introduction and any necessary instructions. Choose a field on the form to make changes or add a new inquiry. Choose the field’s format (multiple choice, checkboxes, short response, etc.) from the corresponding dropdown menu.
You can customize several aspects of your Google Form. Other fields can be added to the form using the right-hand, movable toolbar. Under the menu that appears when you click the three dots in the top right corner of a form, you’ll find options to customize the form’s aesthetics, preview it, send it to others, and access other features, such as the ability to download and install extensions for Forms. To view submitted forms and export data to a spreadsheet, modify your form and navigate to the Answers tab rather than the Questions tab.
You just need to add your questions and send it out, so let’s have a look at the different form options and what they’re good for.
Google Forms field options
There are a total of 12 different field kinds in Google Forms, including 9 different question types plus text, image, and video fields. To create a new inquiry, use the plus sign in the right sidebar; to include text, images, or videos, select the corresponding icons.
Easily add new questions that are identical to those already on your form by clicking the “duplicate” option that appears in each field. The right-hand menu includes a delete button, choices to make the field mandatory, and more customization settings. Note that if you switch from a multiple-choice, checkbox, or menu question type to any of the other question types, your field settings and questions will be cleared. In addition, pressing enter will begin adding another question to a form, allowing you to fill it out quickly.
Here’s what each field type offers:
Title and description: Any form or field will have a title and description added to it automatically (though descriptions are hidden by default for most fields), and you can insert an additional title block anywhere by clicking the Tt button. Each question’s title and description are optional, but the form’s primary title must be completed.
Short answer: You may add an additional title block anywhere by using the Tt button, and every form and field has its own title and description fields (though the description is hidden by default on most fields). Each question’s title and description are optional, but the form’s primary title must be completed.
You can ask for anything from a name and email address to a value and more by using this text field. Although though users can write as much text as they like, you’ll only be allotted one line to answer the question. In order to ensure accurate results, this field is equipped with data validations for numbers, texts, length, and regular expressions. Validation ranges can be set for numbers, and email addresses and links can be checked with text validations.
Paragraph: This field, like the one for brief answers, is intended for writing, albeit writing of a more lengthy kind. Only use this if you need extensive feedback or if you plan on include a lot of notes in the solution, as the only data validations provided are length and regular expression.
Multiple choice: making A Google Form ‘s multiple-choice question field is pre-selected whenever a new question is created. To avoid any potential bias, you can either have the form automatically advance to the next section based on the response, or you can randomly mix the answer choices.
Checkboxes: This field works in a similar way to a multiple-choice one in that it allows you to list responses and let users choose as many as they like. Included in this is data validation, which ensures that users only select a predetermined minimum of possibilities. The skipping of chapters is not a part of this.
Dropdown: Would you like a drop-down list of possible responses to choose from? This space is reserved for you. It’s the same as the multiple-choice field, except the responses are shown as a list instead of a drop-down menu. Since there are a lot of possible responses, this helps keep your shape from getting too bulky.
Linear scale: This drop-down menu allows users pick a value between two predetermined numbers; for example, a scale running from 0 or 1 to 2-10 with labeled minimum and maximum values. Furthermore, emoji can be used as labels as well.
Multiple choice grid: As the fields are shown as a list rather than in the grid format that readers would see, this one may cause the most consternation. You’ll be adding questions to the rows and possible answers to the columns.
Include as many rows and columns as you like; however, keep in mind that users will need to scroll right to view more than six columns on desktop browsers and three columns on mobile. If you’re using grid questions, you might want to keep the form preview active so you can see your changes as you make them; to do so, press the eye icon in the top right corner of the screen. In addition to the usual option of requiring responses, the grid additionally allows you to limit users to only one response per column and to need a response per row.
Checkbox grid: Respondents can fill up a table’s rows with multiple choice answers using the Checkbox grid. It enables survey participants to select multiple options, such as their level of pleasure with a product, or to make comparisons between multiple options.
Users can be restricted to selecting only one answer per row, and the order of the rows can be randomly reshuffled to reduce the possibility of bias. Questions involving a ranking grid, polls, and comparative questions all function well in this section of the form.
Date: Is it your intention to inquire about a particular time and date, perhaps in order to record a meeting or an activity? To enter a date, choose the corresponding field. Date, month, and, optionally, year and time, can be requested. Please take into account that the date will be displayed in the format that is used in your region. Dates are displayed as MM/DD/YYYY if your Google Account is set to the US English locale, and as DD/MM/YYYY if your Google Account is set to the UK English locale. Be aware that unless users are signed into their Google Accounts, the date selections will display in your location’s date format.
Time: To keep track of how long anything took, you can use Time to ask for a certain amount of time in hours, minutes, and (optionally) seconds.
Image: You can use your webcam, upload an image from your computer, or import an image from a link or Google Drive into a Google Form (as long as you have Flash installed). Google Images also has royalty-free stock pictures and images from LIFE that can be used within Google Drive.
Video: Only videos hosted on YouTube can be embedded in making a Google Form, either directly or via a search. Your form input will contain the usual title and description fields, as well as controls to resize and align the video or image to the center, left, or right.
Note: In addition to filling out the form, responders can attach files directly to the form creator’s Google Drive. Do not provide this form to anyone who you wouldn’t want to see your answers.
How to create form sections and logic in Google Forms
While a short contact form may just require a few fields, a lengthy survey may require hundreds of questions, all of which must be answered in one sitting. Thankfully, forms may be broken up into sections so that you can focus on a subset of questions at a time. To create a new section beneath the current inquiry, use the final button on the right-hand toolbar. Your form editor will stay neat and organized thanks to the individual sections, each with its own title and description and a button to reveal or conceal questions.
You can move questions about inside sections by dragging and dropping them, but you can’t move entire sections around. Alternatively, you may relocate the questions to a new location and remove the unnecessary text. Another option is to right-click a section, select Duplicate section, and then reuse that set of questions.
That’s a great way to kick off a form with some logical inconsistencies. Let’s say you want to follow up with a response depending on their answer, such asking them which meat they prefer at an event and filtering out vegetarians.
Include the optional questions into existing sections, and provide a link either to the specific question using a multiple-choice, checkbox, or drop-down menu, or to the section itself. Also, consider sending additional questions to folks who shouldn’t see the first set in a separate section. If there are no further questions, you may also direct them to the bottom of the form to submit their information.
Think outside the box: Including sections and jumps into your form allows you to transform it into a mini-app, which can be useful for distilling lengthy surveys into the essential questions for each respondent.
How to build a quiz in Google Forms
The Quiz mode in makin a Google Forms is yet another option for creating a dynamic form. A Quizzes tab will appear in your form’s settings. Choose to turn this into a quiz, and then decide whether to reveal the results immediately or after you’ve reviewed the responses. If you go with the latter option, your form visitors will have to provide their Google email address in order to submit their responses. You’ll be given the option to display not only the number of correct and incorrect responses, but also a numerical value for each answer choice.
If you do this, an Answer Key button will appear to the left of each question. In order to answer the question, click it and then choose the appropriate option. You can provide optional correct and incorrect answer feedback with a link to extra information for respondents.
Tutorial on Customizing the Look of a Google Form
The design of your shape is one area where you are limited in choice. The header image, theme color, and background color are all customizable options. You have the option of using any number of various fonts, from the most simple to the most ornate, formal, or even whimsical. When you create a new form, it will be displayed in purple, while preexisting forms will typically have an image.
Make some little adjustments to your design by clicking the color palette button in the top right. There are fifteen distinct color options available, all of which feature a deeper header color and a lighter background color.
To use a photo or Google Doodle-style artwork as the header image for your form, simply click the photo icon. You can either upload a fresh photo or choose one from your Google Drive to use as a form header, after which you can edit it to fit. After uploading your photo, the form will choose a backdrop hue that best complements it. Animated GIFs of candles burning, rolling balls, and other scenes are provided as header pictures. Regrettably, they will just seem like a regular still image if you upload them to your form.
Save spreadsheets as results from Google forms
It doesn’t take any further work after a form is created in Google Forms for the responses to be saved there. You may view a summary of the data collected as well as a list of responses under the Responses page, which is where the app automatically stores them. On the live form’s “individual response view,” each respondent’s data is displayed alongside the form itself. For additional in-depth analysis tools, though, you can connect your form to a Google Sheets spreadsheet. The answers can be saved in a new spreadsheet or an existing one by clicking the green Sheets symbol under the Answers tab or selecting Choose response destination from the menu.
The data from Google Forms can be quickly exported to a Google Sheets spreadsheet. If you change the names of the fields in your form, the corresponding cells in your spreadsheet will be updated immediately. As soon as your receiver clicks the Submit button, your new input will appear in the spreadsheet.
If you lose some data in your spreadsheet and realize you need it again, you may rest assured knowing that Google Forms has a complete backup of all your form submissions. Click Form > Unlink form from within the spreadsheet, or access the Form response settings directly. Once you’ve reconnected the form to the spreadsheet, Google Forms will import all of the form data onto a new sheet.
Once you’ve saved your form data to a Google Sheet, you can now apply calculations and create custom graphs to better understand your data. If you use conditional formatting in your spreadsheet, you can quickly spot trends in your form submissions.
In addition to its other useful features, Sheets also has alerts. Choose Tools > Notification Rules in Google Sheets for more detailed controls over Google Forms’ automatic email notifications whenever a form is submitted. There, you may decide between daily summary emails of all responses or individual updates to form entries sent directly to your inbox.
How to share Google Forms
Now that you’ve created a form, you can release it into the wild and start receiving responses to your inquiries. Alternately, you could seek the opinion of your teammates regarding your performance. What you need to do in Google Forms, in any case, The ability to collaborate with others on Google Forms to create and refine the form is a major benefit of using Google Forms. Forms has the same built-in collaboration tools as Google Docs and Sheets.
Simply click Add Collaborators under the Forms menu and enter each collaborator’s email address. If you’d rather restrict access to the form within your company, you can do that by clicking the Modify… button.
Google Forms sharing settings
Check the form’s settings once you’re done with it before making it public. You may add a confirmation page to your form by going to Settings, scrolling down to Presentation, and clicking the Add button. In the same way that the form’s description field does, this one does too, except that it accepts links instead of formatting. In addition to hiding or revealing the progress bar, rearranging the order of the questions, and enabling or disabling the option to submit an additional answer, you have several other options.
Choose Answers to get a summary of all votes, allow people to re-vote, or amend their previous votes. You can collect emails by making the form accessible exclusively to those within your company or to anyone with the link. The user’s email address in Google Drive can be used as a username, and we can limit them to just one answer if we so choose (which requires respondents to log in to their Google account).
One last item to consider is vocabulary. If your recipients are located in a country where the Google interface is not in their native language, Google will automatically switch to that language. For example, if your form questions are written in English but your audience is in Japan, the user interface text (such as Necessary and Submit) will be rendered in Japanese. If this is a problem, you may put a reminder at the top of the form instructing users to go to google.com and change their language settings before continuing.
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