how do i use google forms to collect data

How to Use Google Forms to Collect Data Effectively: A Comprehensive Guide

Google Forms is a powerful tool provided by Google that often goes underutilized by many users. Whether you’re looking to collect customer feedback, employee performance data, or even job applications, Google Forms can streamline your data collection process. In this comprehensive guide, we will explore the benefits of Google Forms, the different types of questions you can use, how to connect Google Forms to Google Sheets, and even introduce a more advanced solution called Sheetgo Forms.

Benefits of Using Google Forms for Data Collection

Google Forms offers a range of benefits that make it an ideal tool for collecting data effectively. Here are some key advantages:

  1. Accurate data: With Google Forms, you can receive data directly from the source. Users can input their data without manual transfer, ensuring accuracy and eliminating human error.

  2. Time-saving: Google Forms automates the data collection process. Send the form to others, and the results will be delivered directly. This eliminates manual copying and pasting, saving you valuable time.

  3. Integration with Google Sheets: One of the standout features of Google Forms is its seamless integration with Google Sheets. By setting the form response destination to Google Sheets, you can analyze and gain insights from your data using Google Sheets’ analytical features.

  4. Customizable forms: Google Forms offers a variety of question types, allowing you to tailor your form to your specific data collection needs. You can optimize your responses and gather valuable insights from multiple-choice to long-text answers.

  5. Data privacy: Google Forms allows you to send a copy of the form to an unlimited number of people while maintaining data privacy. Each user’s data is recorded separately, eliminating the need to enter it in the same spreadsheet.

  6. Easy to use and share: Google Forms has an intuitive interface, making it easy for inexperienced users to create forms. Thanks to Google’s sharing abilities, sharing your forms with others is also effortless.

Now that we understand the benefits of using Google Forms for data collection, let’s delve into the types of questions you can use in a Google Form.

Types of Questions in Google Forms

Google Forms offers a variety of question types to help you gather the most valuable responses from your users. Here are the different question types and their applications:

  1. Type out an answer: This question allows users to provide open-ended responses. You can choose between a short answer (1-2 sentences) or a paragraph answer (one or more).

  2. Choose from a list: These questions are ideal for closed-ended questions where users select a specific answer from a provided list. You can choose between multiple-choice (selecting one option), checkboxes (selecting multiple choices), or a dropdown (selecting a single option from a dropdown menu).

  3. Choose from a grid or scale: Grid and scale questions are helpful for rating or collecting multiple answers for more complex questions. You can use a linear scale (rating on a scale of 0 to 10), a multiple-choice grid (selecting a single answer per row or column), or a checkbox grid (choosing one or more answers per row or column).

  4. Upload files: This question type is used when documentation or files need to be collected. For example, you can ask job applicants to upload their CVs.

  5. Select a date or time: These question types ensure consistency in date and time formats. Users can fill out their answers using specific formats, such as dd/mm/yyyy for dates or the 24-hour clock for time.

Utilizing these question types in your Google Form allows you to gather diverse and valuable user data. But where can you store and analyze all this data? Let’s explore how to connect Google Forms to Google Sheets.

Connecting Google Forms to Google Sheets

Integrating Google Forms with Google Sheets is a simple process and allows you to organize your form responses in a digestible format for further analysis. Follow these steps to connect your Google Form to Google Sheets:

  1. In your Google Form, go to the “Responses” tab.
  2. Click the three dots button (⋮) next to the Google Sheets icon and choose “Select responses destination” from the menu.
  3. Select whether you want to create a new spreadsheet or use an existing one as the destination for your form responses.
  4. Once selected, the form responses will be automatically transferred to your Google Sheets.

It’s important to note that saving your responses in Google Sheets ensures they remain even if you delete the data from the form. Any changes to the form fields will also be reflected in the connected spreadsheet, but once a form has been submitted, the data within it will not change.

For more detailed instructions on connecting Google Forms to Google Sheets and analyzing your data, refer to this article on How to connect Google Forms to Google Sheets.

Now that you can connect Google Forms to Google Sheets, let’s create a Google Form.

Creating a Google Form: Step-by-Step Guide

Creating a Google Form is a straightforward process allowing you to customize the form to suit your needs. Follow these step-by-step instructions to create your own Google Form:

1. Create a new form

  • Open Google Forms or access the tool via Google Apps in Chrome.
  • Start with a ready-made template by Google or select the “Blank” option to create a form from scratch.
  • Add a form name and description to get started.

how do i use google forms to collect data

2. Add questions

  • Click on the plus icon on the right-hand side of your form to add a new question.
  • Choose the question type from the dropdown menu (e.g., multiple-choice, short answer, etc.).
  • Write out your question and provide answer options if applicable.
  • Use the “Required” button to make a question mandatory.
  • Drag and drop answer options to rearrange them if needed.

how do i use google forms to collect data

3. Add sections

  • If your form is lengthy, you can divide it into sections to make it more organized.
  • Click on the question before where you want the section to start.
  • Select the “Add section” icon from the menu on the right-hand side.
  • Give the section a title and brief description.
  • Continue adding sections as needed.

how do i use google forms to collect data

4. Customize your form

  • Use the “Customize theme” button on the top right-hand side of the screen to modify the form’s appearance.
  • Add a header image, choose a theme colour, adjust the background colour, and customize the font.
  • Under the “Settings” tab, you can customize your form by making it a quiz or managing how responses are collected and analyzed.
  • Individually customize questions by selecting a question and using the menu on the right-hand side to add images, videos, or import existing questions.

how do i use google forms to collect data

5. Choose where to save form responses

  • In the “Responses” tab, click on the “More options” (⋮) button and choose “Select responses destination” from the dropdown.
  • Select whether to save responses in a new or existing spreadsheet.
  • Provide a name for the new spreadsheet if applicable.
  • Click “Create” to finalize the selection.
  • Use the Google Sheets icon next to the “More options” button to open the new spreadsheet.

how do i use google forms to collect data

6. Send the form to users

  • Click the purple “Share” button on the top right-hand side of the screen.
  • Choose how to add email addresses, copy the Google Form link, or copy an HTML link to embed the form in an email or website page.
  • Once you’ve selected your preferred method, click “Send” or “Copy” to complete the process.

That’s it! Your Google Form is now ready to be sent out to users for data collection.

how do i use google forms to collect data

Filling Out a Google Form

Filling out a Google Form is a simple process for users. They need to answer the questions in the survey, ensuring they complete all required questions. Once they’ve finished the form, they can click the “Submit” button to send their responses to the form creator.

Sheetgo Forms: An Advanced Data Collection Solution

While Google Forms offers impressive functionality, a more advanced solution called Sheetgo Forms takes data collection to the next level. Sheetgo Forms allows you to create fully customized forms using data from your spreadsheet.

With Sheetgo Forms, each column in your spreadsheet creates a new field in the form. You can create custom question types, field types, and dynamic default values in various configurations. The form responses are automatically transferred to your original spreadsheet, and organized under the corresponding question columns.

The benefits of using Sheetgo Forms include:

  1. Automated form creation: Sheetgo Forms eliminates the need to create forms manually. It uses your spreadsheet data to build a custom form for you.

  2. Integration with Google Sheets and other spreadsheets: Sheetgo Forms seamlessly transfers form responses to your spreadsheets, allowing you to analyze your data further.

  3. Variety of configurations: Sheetgo offers a plethora of intelligent configurations, including a barcode scanner, email integration, file uploads, and default values.

  4. Data integrity: With Sheetgo Forms, you can control data collection and storage. Separate forms are sent to users, ensuring their data remains private, and you can determine who has access to the spreadsheet.

  5. Accessibility: Sheetgo Forms can be used on any digital device, providing ultimate accessibility. All configurations, including the barcode scanner, are available across devices.

  6. Workflow integration: Sheetgo Forms can be seamlessly integrated into your workflow. The data collected can be automatically transferred to other connected files, and the results can be transformed into a live dashboard.

To take advantage of all these features and benefits, you can start using Sheetgo Forms by clicking here.


Google Forms is a powerful tool for collecting data effectively. Whether you use Google Forms or the more advanced Sheetgo Forms, you can streamline your data collection process and gain valuable insights. By customizing your forms and connecting them to Google Sheets, you can analyze your data and make informed decisions for your business. Start utilizing Google Forms today and experience the benefits of efficient data collection.

Nadeem Ahmed
Nadeem Ahmed

Company: Softa Services Private Limited

Role: CTO (Chief Technology Officer)

Expertise: Innovative Project Manager | Strategic Marketing Pro | Business Growth Specialist | Inspirational Leader

Education: Comsats University

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