Google Forms is a free online service that allows you to create questionnaires, tests, surveys and register applications. With its help, you can quickly collect information, analyze the results and automate work processes.
The article discusses how to work with Google Forms, what features are available to users, and how to use them in business.
Google Forms Features
Using Google service you can:
- create questionnaires, surveys and tests – the service allows you to quickly create questionnaires for surveys, registration, testing or collecting information;
- add different types of questions and answer formats – the service supports different data entry options: text fields, multiple choice, checkboxes, drop-down lists, rating scales, file uploads and date selection;
- collect and store data in one place – all responses from Google Forms are saved in Google Sheets. Responses are easy to process and analyze;
- Automatically process and visualize results — Forms automatically count responses and create charts for each question. You can see key trends and overall data distribution in real time;
- customize logic and branching – you can add conditional transitions to the form. For example, if the user selects a certain answer, he gets to another set of questions;
- collaborate and manage access – multiple users can work with the form simultaneously, and you can restrict access and user rights.
These features make Google Forms a professional tool that can be used not only for personal purposes but also for business.
Benefits of Google Forms for Business
The service has the following advantages for business:
- Google Forms is available for free;
- the service operates in the cloud;
- support for collaboration and access rights;
- there is a setting for the appearance of forms;
- integration with other Google services.
Google Forms are available for free. Google offers Workspace, a paid subscription to cloud services for business, but the subscription is not available in Russia since 2022. Forms are free to use.
The service works in the cloud. Google Forms work on Google servers, where all user data is stored. You can work with forms in a browser on any smartphone, tablet or computer with Internet access. It is not necessary to install additional applications.
This advantage of the service can become its disadvantage. If a business works with personal data, it cannot be stored in Google Forms, the servers are located outside of Russia. You need to use Russian analogues or store data in your infrastructure.
Collaboration support and access rights differentiation. Google Forms allows several employees to edit one form simultaneously. You can manage access rights: allow only viewing, joint editing or commenting. This is convenient when employees from different departments or external performers work on a project.
Customize the appearance of forms. Google Forms allows you to customize the appearance of questionnaires to match the corporate style of the company. You can change the color scheme, add logos and images. This helps make the form more recognizable and increase customer trust.
Integration with other Google services. The service automatically connects to Google Sheets, where user responses are sent. Forms can be connected to Google Docs and Gmail or to third-party services via built-in add-ons or APIs. This simplifies data processing and allows you to integrate the service into any business processes.
How to Get Started with Google Forms
To get started with Google Forms, you need to:
- Register a Google account.
- Create a new form.
- Understand the interface and controls.
- Set up access rights and collaboration.
Register a Google account. Only users with a Google account can create new forms and set access rights. Without such an account, you can only fill out ready-made forms, leave comments, or edit data upon invitation.
All owners of a Gmail mailbox have an account. You can create an account on the service’s website for free.
Form creation. You can create a new Google Forms file in any browser on the service website. To do this, click “+” and proceed to form settings. The file is automatically saved to the user’s Google Drive.
Service interface. Google Forms work in the browser, the entire interface is on the page. Forms has three main sections:
- questions – here you add the form title, questions, their type and answer options;
- answers – in this section, you set up a connection with a Google spreadsheet, which will contain user answers;
- settings — section with form parameters. Here you can enable testing mode, allow changing answers or retaking the survey, enable question shuffling and display of correct answers.
To customize the appearance of the form, you need to open the sidebar. To do this, click the button with the palette at the top.
Setting up access rights. The button in the upper right corner opens the access rights settings. In the menu, you can open or close the reception of responses, provide access to the form via a link, and open editing access for other colleagues.
How to Use Google Forms in Business
Most often, Google Forms are used to solve the following tasks:
- collect applications and orders;
- register event participants;
- receive feedback from customers;
- conduct internal surveys;
- test and train staff.
Collect applications and orders. Forms make it easier for customers to register, place orders, or contact the company. For example, a coffee shop creates a Google Form for pre-ordering coffee and breakfasts. The customer selects a drink, food, and pickup time. The manager sees the orders in a table and prepares them in advance.
Register event attendees. Forms can save time for organizers of webinars, meetings, and offline events. For example, a business is preparing for a webinar and registers attendees via a Google Form. Attendees receive an email with detailed instructions, the date, and location of the event, and the company automatically collects their contacts in Google Sheets.
Receive feedback from customers. Forms help evaluate the quality of service, improve the product and understand customer expectations. For example, an online store sends a Google Form after an order is delivered. Customers evaluate the ease of checkout, delivery speed and packaging quality. The data is collected in a table, and the quality department analyzes problem areas.
Conduct internal surveys. Using Google Forms, you can get quick feedback within the company. For example, a company collects a Google Form with questions about work. Employees anonymously evaluate working conditions and suggest how to improve processes. The HR department analyzes the results and prepares recommendations for management.
Test and train staff. Forms are suitable for testing employees’ knowledge, conducting trainings or assessing qualifications. For example, the sales department takes an online test via Google Form on scripts for communicating with clients. After completing the test, each employee immediately receives the result and recommendations on how to improve their skills.
Lifehacks for working with Google Forms
We’ve collected tips and tricks that will help you work with forms faster.
Use ready-made templates. The service has 15 templates for the most common forms. For example, an order form, a customer review, event registration, course evaluation, and others.
To open the template gallery, go to Google Drive and select “Create” — “Google Forms” — “Use template” in the side menu.
Add images, videos, and links. To make the form more visual and interesting, insert images, screenshots, videos, or links. This is especially useful if you are conducting testing, a presentation, or training. For example, you can add a video that will help you better understand the question in the questionnaire.
Use branching logic. Google Forms allows you to customize the logic of your form based on the user’s answers. For example, if a respondent selects a certain answer, they are shown a different set of questions. This makes the questionnaire shorter and more personalized.
To add branching, you need to click the button with three dots on a specific question and then “Select an action for each answer option.”
Depending on the user’s answer, the form will direct them to the appropriate questions section. If the customer is ordering for the first time, you can ask for all contact information, and if not, you can only find out the phone number or email address.Depending on the user’s answer, the form will direct them to the appropriate questions section. If the customer is ordering for the first time, you can ask for all contact information, and if not, you can only find out the phone number or email address.
Set up notifications about new responses. In the “Responses” section, you can click on the three dots and select “Receive notifications about new responses by email.” This way, you won’t have to manually check whether a new user has completed the survey. You’ll receive a notification about each new response to the form by email.
Use the preview. The button in the top panel turns on the questionnaire viewing mode. You can see the form as a respondent, find non-obvious errors, extra fields or incorrect transitions.
Enable test mode. In the “Settings” section, you can enable the “Test” mode and choose when the form will show the answers to the user: immediately or after manual checking. This way, the respondent will be able to immediately see the final result, their score, correct and incorrect answers.
Add automatic answer checking. For some answers, you can set up a limit so that the user enters only correct information. For example, so that the phone number field contains at least 10 characters.
What services can Google Forms be integrated with?
Google Forms can be connected to other services, such as:
- Google Sheets – all responses from the form will be automatically saved in a table, you can set up a schedule and see up-to-date information;
- Google Docs — responses can be embedded into existing documents. For example, contact information from a form can be inserted into a contract or report;
- Google Calendar — responses with dates can be immediately added to your work calendar. For example, mark employee birthdays, reserve a convenient time for a meeting, or schedule vacations;
- Gmail – You can set up personalized emails based on user responses. For example, an order confirmation email after a user has filled out a form;
- Google Data Studio is a Google service that visualizes data in real time. The integration is suitable for receiving marketing reports, analyzing sales, or monitoring how a survey is going;
- CRM systems — via the built-in programming language Apps Script, forms can be linked to a business’s CRM system. For example, a client leaves a request via a form, after which the CRM system creates a client card and a document for processing the transaction.
If your business has its own development department, Google Forms can be linked to other applications and services via API.
Main
- Google Forms is a free cloud service that works on any smartphone, tablet or computer. You don’t need to install a special application.
- The service allows you to create questionnaires, tests, surveys, collect and store data, process and visualize results, customize the logic and branching of surveys.
- Google Forms offers the following benefits to businesses: free work, data storage in the cloud, support for collaboration, customization of the appearance of forms, integration with other Google services.
- With Google Forms you can collect applications and orders, register event participants, receive feedback from customers, conduct internal surveys, testing or training.