How to Use Google Forms to Collect Data

Collecting data has never been easier. Whether you need to get feedback from your customers, collect inventory data from your colleagues, or even quiz your students, Google Forms is a great option. Within minutes, you can create the form, send it out, and wait for the responses to be automatically saved to Google Sheets.

In this article, you will learn how about the different question types available, as well as how to build and configure your Form, share it with others, and monitor the responses.

If you want a more advanced and customizable form builder, Sheetgo Forms might be the better choice for you. Sheetgo is an all-in-one data management platform that allows you to create powerful custom workflows to automate entire processes, from data collection to data visualization and reporting. Unlike other form builders, Sheetgo Forms are based on your spreadsheets, making that the place where you configure the fields and their respective functions.

In addition, Sheetgo provides a range of integrations with other tools and services, including BigQuery, Excel, Google Sheets, Google Docs, and Gmail. Instantly turn your spreadsheet data into custom forms to automate data input within your workflows. Automatically transfer the data collected through Sheetgo Forms to your preferred spreadsheet formats, including Excel and Google Sheets.

Google Forms Question Types

There are so many options in Forms that you’ll be tempted to ask questions just because you can. Remember to focus on identifying which information you actually need, as well as which question type will be the most suitable.

Open Questions

Both “short answer” and “paragraph” allow respondents to type in their answers directly within the allotted character limit. However, unless you need respondents to type in more than 2500 words - approximately 12800 characters - “short answer” will be plenty.

Multiple Choice Questions

The default option is the traditional multiple choice question. The dropdown question is very similar, but the options are displayed as a list. Checkbox questions allow the respondent to select multiple options.

Scales and Grids

If you need to use scales, like agreement or importance, you have a few options. The “linear scale” question allows you to choose the number of points on that scale, as well as the end values.

However, if you need respondents to evaluate multiple items on the same scale, you may want to consider using a multiple-choice grid instead.

The checkbox grid is similar, but it allows respondents to choose multiple options in the same row. This makes it unsuitable for scales but useful for “choose all that apply” questions.

Date/Time Questions

If you need respondents to provide a date or a time, using these question types will ensure a consistent format and avoid typos.

File Upload

Using this option, you can collect data in any file format. The first time you add a “File upload” question to your form, you will see a message asking you to allow uploads to your Drive.

You can restrict the type of file that users can upload by selecting one or more of the checkboxes. You can also limit the number of files allowed, as well as the maximum file size.

By default, there is a 1GB limit to the total size of files uploaded to a form, but you can increase this up to 1TB by clicking on “Change” (see screenshot).

How to Use Google Forms to Collect Data?

Now that you know the question types available in Forms, it’s time to create your first Form. It’s always a good idea to prepare the questions in a separate document to make sure you get the wording and the sequencing right.

Create the Form

If you’re not already signed in, choose the google account you want to use.

1. 1. Go to Google Forms and click on “Blank” to create a new form.

1. 2. By default, forms are created with only one section containing one multiple choice question.

1. 3. To customize the theme, click on the paint palette icon: the first icon on the top-right corner of the screen. You can select the fonts, font sizes, and font and background colors.

1. 4. Remember to add a title and a description, as shown below.

1. 5. If you want your Form to be a quiz, go to “Settings” and click on “Make this a quiz” to configure it.

Add Questions and Sections

If your form is going to have multiple sections, you should create those first to avoid confusion. 

To add a question, simply click on the plus sign on the right sidebar. On that same sidebar, from top to bottom, you can also click to import questions from another form, add text, images, audio/video, and new sections.

By default, a multiple choice question will be added below the question currently selected. Click on the dropdown to change the question type.

Along the bottom of the question box, you have various options. You can duplicate the question, delete it, or make it a “Required question.” Additionally, if you click on the three vertical dots, you will see more options.

You can add a description to provide further instructions, as well as shuffle the order in which the options are presented to respondents. This last option is more useful in quiz settings, as it complicates cheating.

Perhaps the most interesting option is “Go to section based on answer”, which allows you to filter respondents to different sections.

Configure Settings and Preview Form

Before you send out your Form, it’s a good idea to check the settings and preview it. The preview function allows you to spot errors that you might not notice in editing mode, such as having linked the sections in the wrong order.

Click on the “Settings” tab on the right, at the top of the Form.

The “Responses” dropdown in “Settings” allows you to control access to the Form and limit responses.

The “Presentation” dropdown in “Settings” allows you to control features related to how the form appears to users.

To preview the form and test it, click on the eye icon on the top right of the page.

Send Form

Click “Send” on the top-right corner of the page to see the pop-up shown below.

Use the first tab to share the Form via email. By default, the email will include a link to the form, but you can tick the box that says “include form in email” to embed it.

The second tab allows you to copy a direct link to fill out the form.

The third tab provides you with the HTML code needed to embed the link wherever you want.

Monitor Responses

You can always check on your responses live by clicking on the “Responses” tab.

There are three different ways to view responses within forms. In the “Summary” tab, you’ll see a summary of the responses to each question. In the “Questions” tab, you can view all the responses for a single question and easily switch between questions. The “Individual” tab allows you to view responses by respondent/form.

Where does Google Forms Store the Data it Collects?

By clicking on the Google Sheets icon, you can select the response destination. After that, the icon will take you directly to the responses.

1. 1. Alternatively, click on the “Responses” tab, then on the three vertical dots shown below.

1. 2. Click on the second option, “Select response destination.”

1. 3. Choose whether to create a new spreadsheet or select an existing one.

When to use Sheetgo Forms

While Google Forms is flexible and easy-to-use, it’s not the most appropriate tool for all use cases. Forms have to be created manually, as there is no possibility of automating form creation based on your spreadsheets. Additionally, there is no built-in support for QR codes or barcode scanners. Sheetgo Forms, on the other hand, provides additional features and benefits that make it ideal for spreadsheet users.

With Sheetgo Forms, you can:

• Automate form creation

• Use data validation

• Connect to multiple spreadsheets

• Enhance data privacy

• Create universally accessible forms

• Automate workflows

• Use barcodes to facilitate data input

Conclusion

As you have seen, Google Forms are very easy to use and extremely flexible. You can create anything from a quick poll between friends to a complex multi-path survey. It’s up to you to decide who can respond to your Form, as well as where the responses are stored.

By now, you know about the different types of questions available in Google Forms. You also know how to build a Form, share it, and choose where to store the responses. All you need to do is think about the data you want and whom you want to collect it from.

You also know that while Google Forms is great for some use cases, if you need a customizable solution with advanced automation features, Sheetgo Forms may be the best choice for you. Sign up to Sheetgo for free and take the pain out of data collection.