Table of Contents Introduction Chapter 1: Forms – How do they work? So how do they work? Chapter 2: How to make a Google Form Creating the form Adding questions Creating a spreadsheet to store the responses Chapter 3: Questions: What else can you do? Naming the form and file Changing the type of question Making a question obligatory to complete Changing the order of the questions Automatic question types based on the question Chapter 4: Adding titles & sections Adding titles Adding a new section Moving sections Previewing your form Chapter 5: Types of questions Short answer Paragraph Multiple choice Drop-down Linear scale Multiple-choice grid Tick box grid Date Time Chapter 6: Managing your form's responses Viewing a summary of the responses Viewing individual responses Chapter 7: More ways you can create better forms Settings Adding a text Choosing default settings Chapter 8: Adding images and videos Adding an image to a form Adding a video to a form Chapter 9: Changing the background Changing the background colour of the form Adding a theme Adding your own image Chapter 10: Sending them Emailing a link to your form Getting the link to your form Embedding your form Chapter 11 - Quizzes Setting up a quiz Setting up the questions in the quiz Adding feedback to your answers Reviewing the summary of responses Sending emails to respondents with their responses and the answer key Reviewing individual responses How can respondents see their score? Chapter 12: Uploading via Forms Setting up the form Uploading a file from your computer Uploading from My Drive Where do the files go? Chapter 13: Personalized Google Forms Pre-filling Google Forms out Summary of the main steps Setting up the Google Sheet Getting the pre-filled form link Adding the individual data to your form link Dealing with spaces in your data Copy the cells down your table Substitute link with class details Full pre-filled form link About the author Introduction I hope you find this book useful and it gives you a good head start into how to use Google Forms. This book covers the most important things you need to know to be able to use Google Forms with confidence. I suggest following the book chapter by chapter, as the chapters build on each other, but if you already know some of the areas, then feel free to dip into whatever chapter. Every chapter has clear step-by-step guides on how to use Google Forms. Enjoy! Barrie Roberts April 2016

Chapter 1: Google Forms – How do they work? Google Forms is one of the simplest tools to use to collect data and information but as they are connected to a spreadsheet (Google Sheet) they can be very powerful in terms of data analysis. There are numerous uses for Google Forms but common ones are: Collecting feedback - questionnaire Signing up to an event Data entry - providing a more user-friendly interface Collecting opinions on a topic Collecting answers to a test So how do they work? 1) Someone creates a form filled with questions.

2) That is linked to a spreadsheet (Google Sheet).

3) Someone fills out the form and submits in it.

4) The answers automatically arrive in the spreadsheet.

5) Each line of the spreadsheet is a response from someone.

Even without any analytical tools I can quickly see that in this example, for some this was their first session but not all; on the whole they liked the session; I have some tangible ideas on how to improve next time; and most want to see either grammar or skills in the next session.

As the responses are in a spreadsheet, they can then be analysed in a wide variety of ways and even provides an automatic summary of the responses. To show the summary, in the Google Sheet, go to Form>Show summary of responses. This displays the data in various ways depending on the type of question.

Chapter 2: How to make a Google Form Here we're going to make a quick multiple-choice quiz using Google Forms. You'll see how easy it is to make one! There are 3 main parts: Creating the form Adding questions Linking a spreadsheet to store the responses

Creating the form 1) Click on the "New" , then "More", then "Google Forms.

2) You're now on the form edit screen. Your form is in the middle.

Adding questions 3) You can give your form a title by clicking on "Untitled form" and typing in a name. 4) To add your first question, click on "Untitled Question" and type in your question.

5) By default, the answer format is multiple-choice. So, now we need to enter the options. Click on "Option 1" and type in a possible answer.

6) To add other options, either click on "Add option" or press the button twice. To add another question, click on "Duplicate" at the bottom of the box. I find clicking on the "Duplicate" button is usually best, as it duplicates the current question, saving you having to add the options in again and often the questions are in a similar format.

7) Click on the duplicated question and edit it.

8) Then click on the options to change these. Then duplicate the question again to add more questions.

9) Once I've finished making the form, I always check it looks ok. So, to view your form, click the eye at the top-right of the screen. 10) This will open the form as it will be seen by those filling it out.

Creating a spreadsheet to store the responses 11) Once you've finished your questions, you need to tell where you want the responses to your form to go. On the edit page, click on "Responses", then click the green Spreadsheet icon. 12) This will open a dialogue box asking you if you want to create a new spreadsheet or an existing one. For now, leave the default which is create a new one and click "Create".

13) This will create a spreadsheet where your responses will be stored. The questions from your form are in the row 1, along with a timestamp, which tells you when someone submitted your form. Now it's ready to be shared!

Chapter 3: Questions: What else can you do? Here we'll look at: Naming the form and file Changing question type Making questions obligatory to complete Changing the order of the questions on your form Automatic question types based on the question Naming the form and file

Previously, we already created a simple multiple-choice form and named it "Revision test". In the top left-hand corner, you'll notice that the file is still called "Untitled form". So, let's give it a more meaningful name. Click on the filename "Untitled form" and automatically it will suggest that you name it the same as the form title. You can leave it like this, or you can press delete and type in your own filename. Back in the form, we can also add a form description. Click on "Form description" under the form title.

For example, "End of unit 1 test".

Changing the type of question Often we want the name of the person who's filling out the form, so we can add a question asking for the to fill out their name. 1) Click on the first question so it is highlighted as if you were going to edit it. Then click the "plus" button to add a question.

2) In the "Question" field type Name.

3) Click on "Multiple choice" to select the question types.

4) From the menu, choose "Short answer", which requires the person to type in a short piece of text, i.e. in this example, their name.

Making a question obligatory to complete 5) I always want them to fill in their name, so I can make the question obligatory. At the bottom of the box, click the button "Required", so it changes colour. Changing the order of the questions 6) When I look at my form, I see the Name question is after the first quiz question. I want it to be the first one. So, all I do is click on the Name question, where the 6 little dots are, and drag it upwards above the first question then drop it. 7) The name question is now the first one. You can change the order of any of your questions this way. Think of each one as a separate block that can be moved around.

Automatic question types based on the question Forms now contain some AI (Artificial Intelligence), which looks at the question you’ve written and if it’s a common question, it will automatically suggest possible answers for that question and change the question type accordingly. The idea being to save you time when creating forms.

For example, I typed the question “What’s your name?” and automatically it changed the question type to a ‘short answer’.

Another example, is a “Do you…” question, which you would expect a yes/no answer, or possibly a maybe response. As you type the question, the suggested answers appear below. You can add all the suggestions (Yes/No/maybe) by clicking on “ADD ALL”, or if you only want certain options, you can just click the ones you want and they will be added to the answer options.

Here I’ve added ‘Yes’ and then ‘No’. Chapter 4: Adding titles & sections If you've got a longer form, you'll probably want to add sections and possible pages to your form. So, here we'll look at: Adding titles Adding sections

There is an important difference between titles and sections. Titles - These add a section title to your form on the current page Sections - These add a section title but also put the section on a new page

Adding titles 1) On the right-hand side, there a floating menu. Click on the double T icon to add a title to a section of your

2) Click on "Untitled title" to give your section a name. You also have the option to add a description of the section underneath. Adding a new section 1) To add a section on a new page, click on the question you want the new section to appear AFTER. Then click Add section (two lines icon) from the floating bar. 2) Click on "Untitled section" to change the name of the section.

3) You can also add a description underneath. Moving sections Moving sections is really easy. Here I want to move section 3 before section 2.

1) Click on the 3-dot menu at the top of the section, then choose "Move section".

A pop-up box will appear. There are two ways to move the sections. Either click and hold on the 6 dots on the left of the section you want and drag it to the position you want, or click the up or down arrows on the right to move it one place up or down.

2) Then click "Save".

As you can see, it's moved Section 3 above Section 2.

Previewing your form To see what the title and section look like on your form, go to Preview by clicking on the eye symbol at the top of the screen.

We can see the title we added "Section 1", which clearly labels this section.

At the bottom of the first page, we now see that a "Next" button has been added automatically to show that there is more than one page on this form. Click on that. Ahh, remember earlier, we made a question obligatory. Even though we're just viewing this form, we can't see the next page unless we complete this question with something. Notice, that obligatory questions have a red asterisk next to them. This is what the form filler will see too.

Having filled in a name, we then click on the "Next" button at the bottom of the screen, and this time it allows us to see the next page. In this example, this is where "Section 2" is. So, remember add sections, adds a separate page by default. At the end of the form, you will always see the blue "Submit" button, for the form filler to send their responses. They also have the option of going back to review or change their responses, by clicking on "Back". The responses filled out on both pages are remembered.

Chapter 5: Types of questions Google Forms contain lots of different types of questions which should match most of your needs. 1) On the form edit page, click on "Multiple choice". 2) You will be presented with all the options. Click on the one that best suits.

Here is a summary of what the questions look like in both the form edit and on the final form. Plus, some tips as to when to use them.

Short answer When you want the form-filler to write a short answer. They can write a longer answer, but the box is small so they can only see a few words. E.g. Typing their name; A short opinion Paragraph When you want the form-filler to write a longer answer. The box is bigger than a Short Answer so they can see what they've written.

E.g. Leaving comments; A longer opinion; Offering suggestions

Multiple choice When you want to give them limited options. These are easier to analyse afterwards as these standardize the answer format, i.e. no room for interpretation or misspelling. However, in tests these are usually easier than answers which require the form-filler to write in an answer. You can open up the options by offering the "Other" option, where the form filler writes in an alternative response. This can be usual in questionnaires, where you don't always know all the possible responses that the form-fillers will come up with. E.g. Tests; Questionnaires (feedback & opinions)

Checkboxes Similar to multiple-choice questions but here form-fillers can select more than one option. E.g. Questionnaires; Tests where there is more than one right answer Drop-down Basically, the same as multiple-choice questions, except that the form-filler doesn't see the options until they click on the drop-down menu. This is useful if the question has a lot of options, so you save space on your form, or where you have a lot of questions and what to save space on the page, to make the form look smaller and therefore, look quicker to fill out.

E.g. Tests, Questionnaires Linear scale When you want to collect someone's opinion numerically on a scale. You can change the scale, but it must start with either a 0 or a 1, and can go up to 10.

The scale runs from the lowest on the left and the highest on the right. You can give the extremes a , e.g. Poor / Excellent. Despite this, we've had times where people have misread this and assumed the left-hand side was the best, so resulting in a 1 rather than a 5. As this records a number, it can make analysing a bit easier than with text comments. E.g. Opinions in questionnaires Multiple-choice grid The rows are the different questions or areas, and the columns are usually the opinions, but you could set it up for other uses too. It's like having lots of multiple-choice questions joined together.

You can also make the form-filler add a response for each row, by clicking on the "Require one response per row" slider button. E.g. Questionnaires - rating various criteria on a topic Tick box grid Similar to the above Multiple-choice grid, you now have the choice of setting up a tick box grid. The difference is that the user will be able to select multiple options per row and per column. As per the option above, you can also make the form-filler add a response for each row, by clicking on the "Require one response per row" slider button. E.g. Finding out the best times for people; Finding out preferences from a group of people I would suggest that it's usually better to have the part with more options in the Rows part, rather than the Columns part, as the width of the screen is limited, whereas the form-filler can always scroll down to see further options in the Rows.

Date When you want to record a date, this option is usual as it controls the format of the date, e.g. DD/MM/YYYY (the most common format). The date format will depend on where you live, e.g. in the US it will be MM/DD/YYYY, and will depend on your settings. The form-filler will be able to either type in the date or select one from the calendar by clicking on the inverted triangle. E.g. Recording someone's date of birth, recording start and finish dates

Time Similar to the date, this is usual when you want to control the format of a time question. It's in digital format, i.e. XX:XX, but the form-filler can enter the time using the 12h or 24h clock. E.g. Referring to a specific timetable

My final tip is not to include lots of different types of questions in your form. It confuses the form-filler and makes the form harder work to fill out than it needs to be. The general rule for forms is that they need to collect the information you need in the quickest time possible, as no-one likes filling in forms! That said, you also need to think about what you're going to do with the data that it produces and how it's going to be analysed, as this could influence your form design.

Chapter 6: Managing your form's responses Once you've made your form and shared it, you'll then want to see the responses and probably want to have a visual summary of them. Google Forms provides a wonderful graphical summary of the responses automatically right within Forms itself, so there's no need to create charts yourself. Open your form and you'll be in the form editor. There are two main parts to the editor, the questions and the responses. Click on "Responses". Here it will tell you how many responses you've received and gives you the option of seeing a summary of them or seeing the individual responses.

Viewing a summary of the responses Click on "Summary". Here you'll see all the typed in responses and for questions where there were limited options, you'll see a graph. In this question, I can quickly see that some of my students don't know the capital of Wales, so I'll need to do something about that in a future class.

Here's an example of a question asking for their comments:

This one was a question and I can quickly see the most popular sessions at this conference.

This question was a linear-scale question. Here I can see that our customers are happy. This question was a multiple-choice grid and within one graph can show a lot of information. In this case, we asked them to rate the teachers on a set of criteria.

With date and time questions, Forms will put the date or time entered along with the number of people who entered it, so you can see the most popular one. Viewing individual responses If you want to see want a specific person filled out on your form, click on "Individual". You can flick through the responses by clicking on the arrows next to where it says. e.g. "1 of 9".

This shows you exactly what the form-filler completed. It also gives you the option of deleting a response, by clicking on the bin icon to the right.

Back to the top of the page, there are some further options that you can change. On the right, you can switch off "Accepting responses", which means that no- one can submit more responses using your form.

When you first create a form, you can link a spreadsheet to it, so that the responses are stored in a place other than within Forms. Either click on the green spreadsheet icon or the 3 dots and click on "Select responses destination".

You then have the choice of creating a new spreadsheet (and naming it) or adding a new page to an existing spreadsheet. If you want a new one, just click "Create". If you want it to add to an existing one, click "Select existing spreadsheet". Clicking the second option, opens up a dialogue box where you can choose the spreadsheet you want by clicking on it, then click "Select". If you've already set up a spreadsheet, clicking on the green spreadsheet icon will open the spreadsheet where the responses arrive and live.

There are also some other useful options by clicking on the 3 dots. Get email notifications for new responses - By selecting this, Forms will send you an email every time someone fills out and submits your form. Unlink form - Choose this if you want to disconnect a spreadsheet from a form. Download responses (.csv) - This downloads the responses in .csv format which can be useful for uploading the data to another application. Delete all responses - Sometimes you want to use your form with a different set of people, e.g. a new class, but you don't want to mix the old and new responses. So, here you can delete all the responses from the form. Note, this deletes them from the form but those already collected in the spreadsheet remain.

Chapter 7: More ways you can create better forms Once you've got to grips with the basics, it's time to look at other ways you can make you form better. Here's a selection of options Google Forms provides which are very easy to use but will allow you to use Forms in different ways. Settings menu Let's start with what's hiding in the Settings menu. On the form edit page, click on the cog at the top of the screen.

This will open the Settings menu. Collect email address - This creates a question at the top of the form to collect the user’s email address. It also automatically checks to make sure that it is a valid email address. If selected the second option appears, “Response receipts”. This allows the user to receive a copy of their responses in an email, once they submit the form.

Limit to 1 response - This ensures a person can only send one response, but to do this they have to have logged in. Respondents can - This gives the respondents 2 options: They can edit this current response They can see the summary of responses in the form of charts and text (which if selected is available to anyone filling the form in).

Under PRESENTATION options, you can add a to your form, which is useful if you have lots of pages, and you want to encourage those filling it out that the end is in sight! Progress bar on the form:

You can also shuffle the question order. Show link to submit another response - You can give them the opportunity to submit another response Confirmation message - By default, once the form-filler has clicked Submit, they will receive a message saying "Your response has been recorded". This is fine, but a little impersonal and a different message may be more appropriate for your situation. So, to change it just type it in. Tip: You can add links here, e.g. a link to a page on with the answers to a test.

Message on confirmation page:

Adding a text If you have a text that you want your students to answer questions on, using the question option makes the text too big, but there's an alternative way. Use the "add title and description" option. Click on the double T icon from the floating menu.

Give the question a title (optional). Then type in or paste in your text in the description box below. The questions are then below the text.

This is what it looks like on the form:

Choosing default settings There are certain settings that you use the majority of the time and it's extra work having to set them up every time. Fortunately, Forms now has the option to make 3 settings the default. They are: Collecting email addresses Making questions required Setting the default quiz point value It's quick and east to access these. At the top of the screen to the right, click on the 3-dot menu next to your profile icon. Then select "Preferences" from the menu.

This opens the Default settings box. From here you can check the options you want to set up as the defaults. So, for example, if you want to make all questions required to be answered, then check the "Make questions required" checkbox. Then click "Save". All the questions you make in this form from now on, will be set as required by default. You can still change these if you want particular questions not to be set as required. The good thing is that this saves you a lot of repetition when making a form. Chapter 8: Adding images and videos In Google Forms, apart from text, we can add images and videos to enrich the form, and as always this is simple to do. Adding an image to a form You can add images to your form. On the right-hand side of your questions, you will see a floating menu with 5 options.

Click on the middle one, "add image".

This opens the "Insert image" dialogue box. Choose one of the options at the top depending on where your image is. In this example, I'm going to add an image that is on My Drive. Type in the name of the file and press Enter.

Click on the image you want and click "Select" at the bottom of the box. This adds the image on your form. At first, it may be the wrong size. Just click on it and drag a corner of it to change the size.

You also have the option of aligning it to the left, centre or right, and adding a title to the image. Clicking on the 3 dots, also offers you the option of adding "Hover text", i.e. when the person's cursor is over the image, some text will appear. Clicking on it adds a hover text line under the image title, which you can edit.

Adding a video to a form On the floating menu, click the fourth option (the play icon), "Add video". Either you can type in a search term or you can click URL and paste in a YouTube URL.

Here I've typed in a search. Select the video you want and click "Select". Back on the form edit page, you can align it and give it a title.

Clicking on the 3 dots, gives you the option to add a caption under the video. This can be a better option than adding a big title. The form-filler will see the video embedded in the form and they will just need to click the play button to watch it.

Chapter 9: Changing the background We can make Google Forms a little more aesthetically pleasing by changing the background and so that it can look a little more fun or professional. Changing the background colour of the form By default, your form will be purple. You can very quickly change the colour by going to the colour palette menu.

Select a colour.

The background will change colour. Adding a theme Go to the colour palette.

Click on the image icon on the bottom-right.

Here you'll be presented with a whole range of themes, they're not amazing, but at least they are a bit more interesting than the plain colours. Just find the one you like and click "Select". Here's what it looks like on the form:

Adding your own image You can also add your own images, which is particularly useful if you want to add your company's or school's logo to make the form look more professional. Go to the colour palette as before and click on the image icon. Choose either "upload photos" or if it is already on your Drive, click Your albums. In this example, I'm going to add a photo. Either drag the photo onto where it says "Drag a photo here" or click "Select a photo from your computer".

Choose your photo and once uploaded, it will ask you to crop it so it fits on the screen correctly. Just move the rectangle to the part of the photo you want to show, and then click "Select". Here's what that photo looks like on your form. Note, it's not exactly the same as the crop, as the height is a little less than the original crop, so take that into account when you crop it.

Chapter 10: Sending them Unless your form is for personal use, you'll want to send it to people. Here's how: Open your form and click the big "Send" button on the top-right of the screen, to open the "Send form" box.

Here you have various options to send. First let's look at emailing a link. Emailing a link to your form By default, the email option is already selected, so we just need to tell it who we want to send the form to. Type in the email address(es), add a subject, and add a message. Tip: If you have groups set up in your Contacts, you can just type in the group name and all those in the group will be added. Then press "Send". The recipients will receive an email with a link in it like this:

In the Send form box, there is the option to include the form in the email, but at the time of writing, I've found that although the form is included in the email, when you start filling it out, it still takes you to the Google Form on- line anyway, especially if you have more than one page. Plus, videos aren't embedded in the email, they are only links. You also have the option of adding collaborators, who can edit your edit form.

Getting the link to your form You can also get the link to the form, which is useful if you are sharing this but don't know the email addresses are the form-fillers. E.g. I share a questionnaire with our teachers and they share it with our students.

One nice feature they've added here is the option to shorten the URL right within Forms. Before you would have had to go to Google's shorten URL page (https://goo.gl/) to shorten it. Just click on the checkbox next to "Shorten URL" and the long URL above is converted into a shorter one. Note, as they add the word '/forms/' in the URL, this doesn't actually create a URL as short as going to the goo.gl site, but it's short enough for most people and is more convenient this way. Then click "Copy" and paste the link wherever you need it.

Embedding your form The third option with 'the greater than / less than' icon, is to embed the form normally into a website. Just click on "copy" and then press Ctrl+C (Cmd+C) to copy the link. Then paste it into your site, blog, etc. Finally, you also have the option of sharing your form on Google+, Facebook, and Twitter, which are easy to do but is beyond the scope of this book.

Chapter 11 - Quizzes In this chapter, we're going to look at the quiz option in Forms. Since its release earlier this year, I've been using it with various classes mainly to check their progress, and it really is a simple but highly effective tool, which I recommend everyone to use.

To start let's just look at the 4 main areas you will need to use in order to set up your quizzes.

Settings>Quizzes - This is where you tell Forms that your form is a quiz and this then opens the quiz options. You can determine when the respondent sees their mark and whether they can see their answers corrected, the correct answers and the points allocated per question.

Settings>General - Here you can decide if the respondent will automatically receive a copy of what they've filled out or whether you give the option to do so in the form.

Questions - The bulk of the work is here, where you tell Forms which answers are correct and set the points per question. You can also set up automatic feedback for correct &/or incorrect answers, including links to websites or documents.

Responses - This is where the analysis happens after your respondents have filled out the quiz. You can see summary information for all the responses, including averages, range, problematic questions, and a summary per question so you can see which areas are causing the most problems. It also allows you to look at individual responses. Here a little summary of the main areas:

Setting up a quiz Click on the Settings cog at the top of the screen.

There are 3 areas, General, Presentation, Quizzes. Click on "Quizzes".

Then click the toggle switch "Make this a quiz".

This will then open the options below. Under "Release mark" you have the choice of either allowing the respondent to see their mark as soon as they submit the form or you may decide to send it to them at a later date. The latter is useful if you have questions which require your review first, for example, they are written answers, or you may decide to let everyone know their scores at the same time once everyone has filled in the form. To do this, the email collection is turned on, so that the score can be emailed to them. The second part is controlling what the respondent can see when they see their marks. You can show them the answers they got wrong ("missed questions"), the answer key ("Correct answers"), and how many have been awarded per question. Whilst in Settings, click on the "General" option. If you chose to release the mark later in the Quizzes menu, "Collect email address" will automatically be selected. However, even if you choose to release the mark immediately, you can manually select this open.

Underneath you have the "Response receipts" option. This allows the respondent to receive a copy of the form filled out with their answers in their email. Clicking in this opens 2 further options, the first "If respondent requests it" adds a question at the end of the form, to give the respondent the option of receiving the filled-out form, and the second does it automatically, so doesn't add a question.

Click "Save" once done. If the "If respondent requests it" option is selected, the respondent will see this option at the bottom of the form:

They just click on the toggle switch if they want a copy.

Setting up the questions in the quiz Now it's time to tell Forms which questions are correct, etc. Click on the "Questions" tab. Here we can see that the email address collection has been added to the top of the form. You can't move this. I add a question as normal. As you can see, at the bottom of the question, you have "Answer key". Click on that to enter edit the answer key.

It'll prompt you to choose a correct answer or answers. Just click on the answer that is correct. You can also set the points value for the question. Fortunately, the default value can now be changed in the Preference menu (see chapter 7).

You'll then have your correct answer highlighted and the points value. If you select the wrong answer, click it again to remove it.

Adding feedback to your answers You have the option to add automatic feedback to your questions. Click on "Add Answer Feedback". You have 2 options, you can leave feedback for incorrect answers and/or correct answers. To add feedback just type in the box, where it says "Enter feedback".

You do the same for the correct answers, just by clicking on the "Correct answers" tab.

Not only can you leave text feedback but you can also add links. This is particularly nice, if you want to direct the student to some further reading related to the question or to some extra help. Click on the link icon. There are two parts: "Link to" is where you paste in your link, and "Text to display" is where you add the name of the link, i.e. what the respondent sees to click on.

Here I've pasted in a link to a Google Doc with an explanation of this particular grammar point. The link can be to anything, YouTube video, a website, images, etc. Click "Add" then "Save".

It shows you that this question has a link added to it.

Reviewing the summary of responses Once you receive some responses, you will of course want to review and analyse them. Forms provides two main ways, either looking at summary of all the responses, or looking at the individual responses. Let's look at the "summary" first of all. Click on the "Responses" tab. Then if not already selected, click on "Summary".

Under Insights, you'll see the average (mean), median and range of the responses. Then underneath, a graph showing you the spread of the results. So, very quickly I can see that the majority of those who did my test, didn't do particularly well, as I was hoping that most would get 4 or 5.

Under that Forms automatically highlights the most problematic questions, i.e. which ones respondents got wrong the most. Here I can see the last two questions caused the most problems, so immediately I can see where I need to focus my attention on in a future class. Then you have the list of respondents, their total scores and when their scores were released. This is ordered by the release date, which I don't find that useful, I would prefer it to sort by score. However, this is a nice, quick summary which will help you identify who needs help. From this table, you can click on a line to go directly to that individual's responses, again to see where in particular they need help. Sending emails to respondents with their responses and the answer key If the email setting was selected earlier, you can also send the students or particular students, a copy of their responses along with the correct answers and feedback, by clicking on "Release Scores".

This opens up the Release Scores dialogue box. In here you can add a message to the respondents and then click on who you want to send the emails to. By default, all of the respondents are selected. Then click "Send Emails and Release". You can do this whether you selected early that they can see their result immediately or later. Finally, you can also look at the summary of each question, to see not only which ones are causing problems but also what alternative answers the respondents are choosing. For example, in question 4, a lot of my students have chosen "a lot" instead of "a lot of", so I can see that I need to remind of when we use one and not the other. Reviewing individual responses To see each individual's response, click on "individual" near the top. It shows you each response in chronological order. It shows their email address, the response number, gives you the possibility of printing it, and the possibility of deleting it. To navigate through them, either click on the arrows or double- click on the number in the box and type in the response you want.

Below that it shows you the score for that respondent, if the score has already been released to them or not, and the option to release the score (similar to above). Underneath it shows the questions, with whether they got them right or wrong, plus it shows the correct answers, any feedback that you set up, and any links that you added earlier. This is exactly how the respondents see it, when the score is released. You also have the option of adding individual feedback, by clicking on "Add individual feedback" under any of the questions. This can be useful if you haven't set up any automatic feedback or if you have questions that can't be automatically corrected, for example, a piece of written text. Type in your feedback and if you want, you can add a link like we saw above. Then press "Save". How can respondents see their score? If the "release mark immediately" option was selected earlier, when the respondent submits the forms, on the confirmation page, they will have the option "View your score".

Clicking on that will take them to the form filled in with their answers, and depending on the options you chose, will have the answer key and feedback. The other way I mentioned above is that they receive an email when the scores are released. This is the email they receive: It contains their total and then when they click on "View", it takes them to the form filled out with their answers and depending on the options you chose when setting up the quiz, the answer key, feedback and any links you added. this means that they have a permanent copy to review, which is better than only seeing it when they submit the form.

I've been using these quizzes since they were introduced a few months ago, and once set up they are extremely useful in quickly identifying where my students need extra help. In most cases, I've found that as all the analysis is done within Forms I don't need to set up a Sheet to analyse the data, which saves me a lot of work. However, with longer quizzes the initial set up can take a bit of time, especially if you're adding feedback and links, but if you reuse these quizzes or share them with colleagues then they are definitely worthwhile. Chapter 12: Uploading files via Forms Wouldn't it be great if there were an easy way to upload files to someone else's Google Drive? Well of course, there is. Previously only available in the G Suite editions, Education and Business, this facility is now available to all G Suite users. It allows users to upload documents via a Google Form and then those documents will be uploaded to the form owner's Drive.

In the example below, a teacher wants his/her students to upload a picture of their family, ready for the next lesson where they will talk about them. The beauty of this is that the students only need the URL of the form.

Setting up the form Create a form and add a question (see my post on creating forms). From the drop-down menu click the "File upload" option.

This will display some information and a warning. Choosing this option allows the form-filler to upload files directly to your Drive, so use it with care. Click continue.

This will add the file upload 'question' to your form. You will be presented with various options.

First, let's change the 'Question' title. This can be an instruction, a title or a question.

Next, we have the option to limit the file type. As in this example, I only want photos to be sent, I click the toggle next to "Allow only specific file types".

Then I tick the file type I want. Note, Image will allow different type of image files, e.g. jpgs, pngs, tifs, etc.

Next, we have the option of limited the number of files that can be uploaded by the user. By default, it's only 1 but it can be changed to a maximum of 5 or 10.

We also have the option of controlling the file size that can be uploaded. The default is 10MB but this can be reduced to 1MB or increased up to 10GB.

Finally, we can limit the space the files will take up on our Drive. By default, this is 1GB. To change it, click Change.

This opens the Settings menu.

At the bottom, click on the drop-down menu and select the size you want.

Uploading a file from your computer Click on the form URL to open the form (view mode). The form will display a message checking with the user, which account they want to upload the files from. To change the account, they will need to sign out and sign back in with the different account.

To upload a file, click "ADD FILE".

This opens the Insert file dialogue box. There are 3 options, upload a file form your computer (or device), upload it from your My Drive, or choose one which has been previously uploaded. Let's start with uploading a photo from my computer. In the Upload tab, click "Select files from your computer".

Select the file you want and click "Open".

This will then show you the file name and file size. If the form allows it, you can add more files, by clicking on, you've guessed it, "Add more files".

Once ready, click on "Upload".

This will take you back to the form and you'll see the file 'attached'. Click "Submit" to upload it.

You will receive the usual confirmation message.

Uploading from My Drive You can also upload a file form your My Drive. Click on the My Drive tab, find your file, click on it and click "Select".

This will 'attach' it to the form. You'll see an uploading progress bar.

Once 'attached' you'll be taken back to the form screen and you'll see your file. Click "Submit" to upload it.

The third option is useful if you've previously uploaded the files. Open the "Previously selected" tab and tick the files you want to upload. Then click "Select" as above.

Where do the files go? The files will be uploaded to the form owner's Drive. You can access the folder either via the form responses page or directly on your Drive. Opening the Responses tab, you can see what files have been uploaded. To go to the folder click "View folder". Note, you can delete responses from this page, but this won't delete the files uploaded into the folder.

It will automatically create a folder with the form's name plus "(File responses)".

In that folder, you'll find a folder for each question that has requested a file to be uploaded. The folder is automatically names with the question title.

In that folder, you'll find the files that have been uploaded. Each file will have the name of the uploader add on the end of the file name.

This is a great, easy way to send someone files, without the need to share Drive folders, use Classroom, etc. I particularly like the automatic creation of the folders, which keeps things organised without any effort on your part.

Note, that the files that are uploaded are added to your Drive and files which are not Google documents (Docs, etc) will take up the form owner's Drive space. Chapter 13: Personalized Google Forms This is a bonus section which I’ve included as I want to show you what you can do with Google Forms beyond the basics. Most of the work involves Google Sheets, so you will need at least a basic understanding of how Sheets work. Pre-filling Google Forms out Why would you want to pre-fill parts of a Google Form? To ensure the information is in the format you want The data format is consistent Consistent data means it's easier to analyse afterwards It's quicker for the person to fill out your form It adds the personal touch, if you add their name on it One form can collect data from many sources, and be sorted with ease later on in the same spreadsheet

Fortunately, there's a way to do it, which requires a little bit of Google Sheets knowledge but if you follow the steps below, it's pretty easy to do.

Summary of the main steps Setting up the Google Sheet 1) Create a Google Sheet by going to New and clicking Google Sheets.

2) Add the information you want to add to your form. E.g. Columns A to D below. In this example, I'm going to create an end of course questionnaire and want to send a personalized form to each class using the same form, but with 4 fields already filled out (Group, Level, Teacher, Classroom) so, later on the data will all arrive in the same place, but I can sort the data with ease into these areas. This allows me to look at the data not just for that particular class, but also more globally across all them.

3) Next to this, I need to add some columns, which will create the personalized link (e.g. columns E to I). You can name however you want, but I've given them descriptive names so you can follow where the information is going. Don't worry, what they do for now, I'll explain later: Substitute link with class details Full pre-filled form link Group %20 Level %20 Teacher %20

Getting the pre-filled form link 4) Now we need the link to the form. Go back to the form and on the top- right click on the three dots next to the Send button. Click on "Get pre-filled link".

5) This opens your form. Type in words into the fields you want to pre-fill. Normally, I give them the same names as what is on the Google Sheet, so it's easier to remember which is which. Also, only type one word per field. At the bottom of your form, click "Submit". 6) A special link will appear at the top of the page. Click on it and press Ctrl+C (Cmd+C) to copy it.

7) Go back to your sheet and in column F, in F2, press Ctrl+V (Cmd+V) to paste it into the cell and press Enter.

Adding the individual data to your form link In the pre-filled form link (see below), we need to replace the words, GROUP, LEVEL, TEACHER, and CLASSROOM with the data that's in the spreadsheet. https://docs.google.com/forms/d/1cCk- eDEV81i2X9uua_pI15SGI4N5ZJq0HE-MIHHswq8/viewform? entry.1422654197=GROUP&entry.148162827=LEVEL&entry.2134513978=TEACHER&entry.349432024=CLASSROOM&entry.1681636254 8) In column E (Substitute link with class details), type in the SUBSTITUTE formula below in cell E2.

=substitute(substitute(substitute(SUBSTITUTE(F2, "GROUP", G2), "LEVEL", H2), "TEACHER", I2), "CLASSROOM", D2)

Look scary? It's not as complicated as it seems. Let's just look at a simpler example: =SUBSTITUTE(H3, "GROUP", J3) Here we are getting the contents of cell H3 (the last part of the form link), and substituting the word GROUP with the contents of cell J3 ("Mondays").

This formula follows the same principal, but the only difference is, is that we are substituting 4 different things at the same time (Group, Level, Teacher, and Classroom). =substitute(substitute(substitute(SUBSTITUTE(F2, "GROUP", G2), "LEVEL", H2), "TEACHER", I2), "CLASSROOM", D2) So here, it gets the pre-filled link in F2, replaces the word GROUP with the contents of G2, replaces LEVEL with the contents of H2, replaces TEACHER with the contents of I2, and replaces CLASSROOM with the contents of D2. Dealing with spaces in your data This is not always necessary to do. If your data has spaces in it like mine here, that's going to cause you problems with the links, as spaces cause links to break, but there's a way to get round this.

9) In column G (Group %20), type in the SUBSTITUTE formula below:

=SUBSTITUTE(A2," ","%20") Here you're telling Sheets to look at cell A2 (where the Group info is), to find any spaces, and to replace any spaces found with %20 (which tells the computer to add a space without breaking the link). 10) Do the same for the level and teacher columns (changing the cell reference A2 to B2 for the level, and C2 for the Teacher).

=SUBSTITUTE(B2," ","%20")

=SUBSTITUTE(C2," ","%20") Note: In this example, I didn't need to do this step for the CLASSROOM, as there are no spaces in that data, e.g. A01. So, it takes the Classroom name straight from column D. 11) Hover over cell E2 and the direct link will appear. To try it out, just click the blue link.

Hooray! You can see that all the fields are pre-filled out from the information on the Sheet.

Copy the cells down your table Now that's done for one row, you can simply copy it down to the other rows, and it will pick up the information on each row automatically. 12) Select all the row from "full link" to the end "teacher %20". 13) Grab the little blue square on the end of the select row and drag it down to copy the first row to the other rows.

Clicking on the links in column E like before, shows the form with each row's data added.

To summarize the columns created and why they are there. Substitute link with class details This substitutes the field names you add in the pre-filled form with the information from your sheet. =substitute(substitute(substitute(SUBSTITUTE(F2, "GROUP", G2), "LEVEL", H2), "TEACHER", I2), "CLASSROOM", D2) Full pre-filled form link Where you paste the full pre-filled form link. Group %20 This replaces any spaces in your text with "%20", so that the URL doesn't have any spaces in it. =SUBSTITUTE(A2," ","%20") Level %20, Teacher %20 As per Group %20, just change the cell reference

Once you've set your Sheet up, if you reuse the form, you'll only need to change the data on the Sheet to change the details that come out on the Forms.

About the author I’m one of the Directors of Studies at a language academy in Seville, Spain. I started off my career as a Quality Engineer in the automotive industry then in the white goods industry and during that time I saw a wide range of companies and industries. If Google Apps had existed, then they would have been so helpful.

I started getting into Google Apps in 2013 and quickly saw what a wonderful suite it is and since then I have implemented Google Drive into our department and the teachers are using it with their students. This has helped us internally to dramatically reduce the amount of paper we use, speed up our administrative processes, whilst giving us access to all the information we will ever need at our fingertips.

So, yes, I do think these are great! They’re not perfect, but one thing I love is that Google is committed to these and regularly brings out improvements to the Apps. If you’re reading this book in a year or two, I’m sure some of the areas will have changed, so don’t be surprised that a screenshot or two looks different from what you currently have on your computer.

I would also recommend that you download the mobile apps, as the way you can access your files not just on a computer but on your mobile devices, makes these great productive tools.

If you have any questions about Google Forms, then please contact me at brgablog@.com

Finally, I big thank you for buying this book. I really do hope it’s helped you a lot.

Thank you!

Barrie Roberts

Revision 4 – Updated March 2017 Other ebooks available: “Beginner’s Guide to Google Drive” – iBooks store / Kindle store “Beginner’s Guide to Google Sheets” - On the iBooks Store and Kindle store "Beginner's Guide to " - iBooks Store / Kindle store "Beginner's Guide to " - iBooks Store / Kindle store "Google Sheet Functions - A step-by-step guide" - iBooks Store / Kindle Store

There are of course more things you can do with them, so I do recommend you learn as much as you can about them, so you get the most out of it. Here are some places I recommend checking out: Learning Google Apps https://bazroberts.wordpress.com/ Firstly, my blog, of course! This book is based on a selection of posts from there. Here I have the latest on not just Google Forms but a number of the other apps, like Sheets, Docs, Slides and Drive.

Flipboard - “Google Apps” https://flipboard.com/@barrieroberts/google-apps-5nlkpl4hy I also have a Google Apps magazine on Flipboard, which is full of ideas and information relating to Google Apps.

Twitter You can also follow me on Twitter: @barrielroberts

Google Plus communities I also recommend joining the Google+ communities on Google Apps and Drive. They are full of wonderful ideas and there is always someone who is willing to help you with a problem you may have using these. Here are the links: GSuite for Education Google Docs and Drive Google Docs Tips

Google+ Collection Here’s my Google+ collection full of ideas on how to use Google Forms. Google Forms Tips