Microsoft Word - new-google_forms_Google

The Center for Instruction and Technology

Last Updated: 2/26/2016

Getting Started with Google Forms (new)

Learning Objectives

• Create form and add questions, image and video

• Structure your questions

• Share your form

• Examine data

• Email Notification

Create and Name your Form

1. Login to myUSF, and choose Email.

2. Click Google Apps icon > choose

Drive.

3. Click the red New button, and choose

More > Google Forms.

4. Enter a Title for your form.

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Pick a Theme

Click the Color Patlette icon to either upload your own image or pick a preset design, and

Preview.

Click open Settings icon and choose the appropriate Form

Settings.

‘Who can respond?’

Decide who can respond to your form. (Choose ‘Anyone’ or

‘Anyone in Faculty & Staff Donsapp’)

‘Confirmation page’

Change your confirmation message for respondents here.

‘Allow Only One Submission’ is Possible!

If you want to limit only one submission per user, you will

enable ‘Can submit only 1 response (requires login)’ option.

All respondents must have a Google account to login.

If you choose to open the form to all users and worry about

duplicates, you could ask for a unique piece of information,

such as an email address or name for user identification. You

will then filter out duplicates in your responses using spreadsheet functions.

Settings

Preview

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Build Questions

1. When you first start creating a new form, simply start with changing the placeholder

Question Title.

2. Then, choose a question type for your question.

3. Turn on ‘Required’ if your question is mandatory.

Add New Question

1. Click the Add Question sign to create a new question. Select the type of question

you would like to add.

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Data Validation Settings

Currently, only Short answer, Paragraph, and Checkboxes questions have support for validation.

Each question type has its own validation settings. (see Data Validation settings and examples on

the last page).

Click the Show icon to choose Data Validation option.

Duplicate Questions

Click on the icon to duplicate a question, then click and drag it to the proper location in the

form.

Delete Questions

Click to delete a question.

Reorder Questions

Select the desired question, move your cursor up by the icon, drag and drop the question to

another location.

Short Answer

This allows you to type in a short answer such as name and address; allows data validation.

Paragraph (can be used for comments)

Paragraph allows you to enter a large text entry such as comments.

Checkboxes

Checkboxes allows you to choose more than one item from a list.

Dropdown

This is a drop-list. Users can only select one choice from the list.

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Linear Scale

Linear Scale questions allows you rate something on a scale of whatever number you would like to

set e.g. on a scale of 1-5 with 5 being the highest.

Multiple Choice Grid

Users can only multiple rows and columns to rate multiple elements all in a grid format.

Click to deselect the ‘Limit to one response per column’. Click to Preview form.

Multiple Choice

Users can only select one choice from the list.

Go to Section Based on Answer (setup conditional questions in MC)

You can allow users to go directly to the appropriate section from a Multiple Choice question

type by selecting ‘Go to section based on answer’. (Note: This feature is available for multiple

choice question type only.)

If you are directing users based on their MC answers, make sure you select the correct section.

Choose Submit Form if you want to end the survey right after a section.

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Adding Image

Choose to add an image. Add Hover text if you like.

Add Video

Choose to add an image. Add Hover text if you like.

Adding Section

If you've created a long form, for example, and would like to make it easier for your respondents

to fill out, you can add page sections.

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• Choose to add a section. Once you have created your Section, you can start

adding questions under it.

Saving Form

Every time you make changes to your form, it is automatically saved in your Google Drive.

Settings – Respondents, Confirmation Message, Submission, Presentation Options

1. Choose Settings, select who can respond to the survey, and customize your Confirmation

page message for respondents.

2. Check if you would show a link to submit another response, edit response, or see

summary of responses.

3. Select Show progress bar under Presentation options.

4. Once you are done, Save your settings.

Add Collaborators

Click More on top right and choose Add Collaborators

to invite other editors to edit this form.

You can invite by typing in emails separated by commas for multiple editors.

You can also click the blue Change… link to change your form from private

to other access options.

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Preview Form

Click on Preview to view form on a new browser

window.

Edit Form in Preview

Click the Edit this form icon to edit form.

Send Form

1. Click the button on top right to send your form via email, Google+, Facebook or

Twitter, or embed it in your website by using the Embed code.

2. For email, enter the recipient’s emails. Customize your message and subject line. Then click

Send.

Previe

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Accepting Responses

1. In your form, click RESPONSES to go to the Responses screen.

2. Click the slider next to ‘Accepting responses’ to open/close your survey.

Select Form Response Destination

After you’ve sent out your form, Google Forms will begin collecting the responses you receive. You

will decide how you’d like to store these responses. Click to create spreadsheet for

responses. Select response destination as a new spreadsheet or select existing spreadsheet. Then

click Create.

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View responses in Spreadsheet

• If you are on your form, you can click Responses > View

responses in Sheets icon to open up the spreadsheet to see your form data.

• If you are in My Drive, you will find a new spreadsheet file created automatically with

(Responses) next to your form title. Click open to view your data.

Click to see additional information for your data. (new feature!)

Keep responses only in Forms

If you did not choose to create a spreadsheet for your data, you

can then choose Responses > Download responses (.csv)

instead.

Unlink Spreadsheet

You can choose to unlink your form from a spreadsheet at any

given time by selecting Responses > Unlink form. The

spreadsheet will no longer receive new responses, but responses will continue to be stored in

Forms, available as a real-time summary or as a CSV file. You can choose to re-link your form

to a spreadsheet at any time with no responses lost or deleted.

Enable Email Notifications

• Choose Responses > Get email notifications for new responses.

Go to Live Form in Spreadsheet

• Choose Form > Go to Live Form.

Edit Form in Spreadsheet

• Choose Form > Edit Form.

See Revision History in Spreadsheet

If you have edited the form data in the spreadsheet view, and would like to review the revision

history, choose File > See revision history.

Duplicate Form in Spreadsheet

Sometimes, you might want to use an existing form as a base template, where you can modify it

slightly and save it for another purpose. In this case, you can duplicate the form.

1. In your form, choose File > Make a Copy to copy the existing form.

2. Then, Rename your form. Select ‘Share it with the same people’ if desired.

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Spreadsheet Data

If you remove a question from the form, the previous data and the column will NOT be deleted

from the spreadsheet, but of course, the column will no longer be filled with any new data.

If you add a new question to your form, a new column with new form data will be added into the

spreadsheet automatically.

Monitor for Multiple Submissions

As you're reviewing the responses, keep in mind that you can't prevent users from submitting a form

more than once (unless you have required login for response), so the same person may have

submitted multiple responses. If you use Google Apps, however, you can choose to record the email

addresses of people who fill out your form, and then easily identify any duplicate responses.

Share Spreadsheet data

1. From your spreadsheet top menu, choose File > Share.

2. Add collaborators emails to allow them to View, Edit or Comment on your form data in

the Sharing Settings.

3. Click Done when you are finished.

Add-Ons

Add-ons are scripts built by third-party developers to add more

functionality to your documents, spreadsheets, and forms. You can turn

them on and off at any time, and manage each one individually.

First, choose MORE and activate the Add-on you would like to use in your form.

1. From your form, click the Add-ons icon, and choose the Add-on (e.g. Form

notifications.)

2. Then, configure notifications as desired.

Add-ons

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Appendix

Data validation settings

Currently, only “Text,” “Paragraph text,” and “Checkboxes” questions have support for

validation. Each question type has its own validation settings.

Text

Text fields have three types of validation settings:

• Number: Ensure the answer is a number of a certain type. For example, you can specify

that the answer is a whole number or a number between 21 and 42.

• Text: Ensure the answer is text with a certain property. For example, you can restrict

answers to text containing the word “lollipop” or only accept email addresses.

• Regular Expression: Ensure that the text contains or matches a certain regular expression.

(Regular expressions are powerful, but require some know-how. See the “Regular

expressions” below to learn more.)

Paragraph text

Paragraph text fields have two possible types of validation settings:

• Text: Ensure that the answer can have up to or at least a certain number of characters. For

example, you can restrict answers to have at most 100 characters.

• Regular Expression: Ensure that the text contains or matches a certain regular

expression. (Regular expressions are powerful, but require some know-how. See the

“Regular expressions” below to learn more.)

Checkboxes

Checkboxes have two possible types of validation settings:

• Select at least: Ensure that at least a certain number of checkboxes are checked in the

answer.

• Select at most: Ensure that at most a certain number of checkboxes are checked in the

answer.

• Select exactly: Ensure that exactly a certain number of checkboxes are checked in the

answer.

Regular Expressions

Regular expressions provide a way to identify certain types of text, including particular

characters, numbers, words, or patterns of characters. Regular expressions are particularly useful

in pattern matching, as these searches are not restricted to a specific search term. Instead,

searches return patterns that match the expression specified.

To use regular expressions in data validation for "Text" and "Paragraph text," select the Regular

expression option in the validation settings.

Terms used in regular expressions

The table below shows a sample of just some of the expressions that Google Docs supports. There

are, however, many other supported expressions users can employ.

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Expression

Description

Example

Matches

Does

not

match

A period signifies any character in the given position.

do, dog,

dg, ads

fog, jog

An asterisk after a character signifies a search for that

preceding character repeated 0 or more times.

do*g

dog, dg,

dooog

dOg,

doug

A plus after a character signifies a search for that

character displayed 1 or more times.

do+g

dog,

dooog

dg,

dOg,

doug

The previous expression is optional.

do?g

dg, dog

dOg,

doug

A caret must be placed at the beginning of a regular

expression and signifies that the string starts with the

character(s) or sequence placed after the caret.

^[dh]og

dog, hog

A dog,

his hog

A dollar sign must be placed at the end of a regular

expression and signifies that the string ends with the

character(s) or sequence placed before the dollar sign.

[dh]og$

dog, hog,

hot dog

dogs,

hog,

doggy

{A, B}

The previous expression is repeated between A and B

times, where A and B are numbers.

d(o{1,2})g

dog, doog

dg,

dooog,

dOg

[x], [xa],

[xa5]

A character set indicates that just one of the given

character(s) should occur in the current position. For the

most part, any characters are valid within brackets,

including characters mentioned previously in expressions:

[xa,$5Gg.]

d[ou]g

dog, dug

dg,

dOg,

dooog

[a-z]

A character set range signifies a search for a character

within the given range of characters. Common ranges

include a-z, A-Z, and 0-9. Ranges can be combined into a

single range: [a-zA-Z0-9]. Ranges can also be combined

with character sets (mentioned previously): [a-zA-Z,&*].

d[o-u]g

dog, dug,

dpg, drg

dg,

dOg,

dag

[^a-fDEF]

A character set beginning with a ^ signifies a search for a

character that is not within the given set.

d[^aeu]g

dog, dOg,

dig, d$g

dg,

dag,

deg,

dug

Any white space character.

d\sg

d g,

d[TAB]g

dg,

dog,

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Examples for Data Validation:

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