Google Forms

Description

A Google Form is a way of collecting information from users. It is basically a digital survey or questionnaire. You can select different types of questions, require people to sign in with their Google Apps for Education account, and restrict the form to users with an @lbpearson.qc.ca email address.


You can see the demo form by clicking on this link.


Creating A Form

  1. Within Google Drive, click on the Create Button.png button, and select 2014-04-08_10-46-28.png. This will create a new, blank form inside whatever folder you’re currently viewing.

    1. If you are inside a shared folder, you will see a warning letting you know that whatever is inside the folder will be shared.Shared Folder Warning.png

  2. You will then be presented with the option to choose a Title and a Theme for your form. Both the name and the theme can be changed later on, but it’s a good idea to use a meaningful name (you’ll find out once we start learning about responses).Choose Title & Theme.png

  3. Once you have created the form and chosen your options, you will be in the Form Editor. Within the editor, you are presented with a few different sections. Let’s take a look at what those sections are, and what they do.


Form SettingsForm Settings.png

Form settings are where you decide how the form will be managed. The options given are as follows:

Require domain log-in

  • At my domain, it’s Lester B. Pearson School Board

  • This will restrict the form to be viewable only to people within your domain.

  • A domain Google Apps account is required in order to respond to the form.

  • This prevents impersonation, as the Google Apps account credentials are secure.

Automatically collect respondent’s username

  • This will automatically record the respondent’s email address when they submit their responses.

  • Avoids problems with mistyped email addresses.

  • Ties responses to accounts and warns respondents that their information will be collected automatically.

Show progress bar at the bottom of form pages

  • This just lets the user know how much they’ve completed, and how much is left to do.

  • Useful for longer forms.


Question Types

There are several different types of questions, each aimed at collecting a different type of information. Every question has some things in common, so we will cover that before looking at the different types of questions.Question Editor.png

  1. Question Title: This is where the question itself is given.

  2. Help Text: This will show smaller text directly underneath the question to help explain the question. If left blank, nothing will show.

  3. Question Type: This allows you to choose the type of question you’re asking.Question Types.png

Text

Used for a single sentence answer. Examples could be a user’s name, email address, and so on.

Paragraph Text

Used for longer text answers. Paragraph explanations, additional comments, and so on.

Multiple Choice

Users choose one option from several different choices. You can opt to include an “other” option, where users can fill in their own choice.

Checkboxes

Similar to the multiple choice question type. Users can choose more than one option from the ones shown.

Choose from a list

Displays a drop-down menu of options. Users can choose only one option. The main differences between “Choose from a list” and “Multiple choice” are the graphic interface (how it looks to the user) and there is no option to allow for “other.”

Scale

Give a numerical rating. You can show descriptions for each end of the range of choices.

Grid

Choose one column for each item. Items appear row-by-row.

Date

Select a date. Displays a calendar where users can choose a date. You have the option to include a time as well.

Time

Select a time of day. You have the option to make this a duration question..


Creating your Questions

  1. Decide which question type you will need.

  2. Enter the Question Title

  3. Enter the help text (if required)

  4. If you want this to be a required question, check the Required Question.png box at the bottom of the question. Users will be warned if they forget to answer the question when they try to submit their responses.

  5. Click the 2014-04-08_11-45-41.png button.

  6. To add another question of the same type, you can click the Add Item.png button underneath the current question.

  7. To duplicate a question, you can click on the Duplicate Question.png button shown in the top right-hand side of the question editor.

  8. To delete a question, you can click on the Delete Question.png button.

  9. To add another question with a different type, you can click the drop-down arrow on the right of the Add Item.png button, and select from the list.

  10. In addition to question types, you can also select things that will change the structure of the form. A Section header will show large text to describe each section. Page break will require users to continue to a new page to answer the form. Images and videos can also be inserted into the form.


Confirmation Page

When users have finished filling out the form, they will click on a submit button. This will submit their answers and display a new web page. You can choose how that page appears to users by customizing the confirmation message, providing a link to submit another response, edit their previous response, or see a summary of the responses.


Publishing the Form

Once you have finished creating the form, you can send it to your audience. Click the Send Form Button.png button to see the options available to you. Send Form.png

You can either email the form directly, get a link to the form (useful for publishing your form on a website), get the embed code to have the form become part of another web page (this is a geeky option), or share the form directly through social media (Google+, Facebook, or Twitter).


Collaborating on a Form

If you are interested in working with someone else to create a form, you want to add them as a collaborator. This will allow them to make changes in the form editor instead of only being able to fill out the form as it is. Collaborators will be able to make changes to the form, and to add or remove other collaborators.Invite Collaborators.png


Sharing Form Responses

If you choose the option to publish form responses, a summary of responses will be available on the web. You can choose to allow respondents to see other responses. Currently you can only decide whether to publish all responses or not publish at all (there is no option to publish the responses to only some of the questions).


Choosing the Response Destination

Choose Response Destination.png

Responses to a form are stored within the form itself, but can also be added automatically to a spreadsheet. Each response will show as a new row in the spreadsheet, and the time of submission will always be recorded in a column. If you choose to record the respondent’s email address automatically (which will also restrict the form’s visibility to only people within the domain), that data will also be stored in a column.


When you decide where to send responses, you will see the following window.Choose Destination Dialog.png

You can create a new spreadsheet, add a sheet to an existing spreadsheet, or keep the responses in the form itself. Since responses are stored within the form, you can edit, change or delete information from the spreadsheet destination without losing the original responses.


Closing the Form

Once you have collected the responses, you can close the form. This will stop new responses from being added.

To do this, click the Accepting Responses.png button so that it changes to Not accepting responses.png


Seeing the Live Form

If you want to check what users will see, you can click on the View Live Form.png button at the top of the screen. This will open a new tab and show you what your form looks like to respondents. It is a good idea to check this before sending out the form to make sure that it appears the way you intended.


Learn More

There are many great resources available online:

Google's Support Site

Wikihow to create a Google Form

Google’s Forum on Forms