Receive Google Forms Responses via Email: Step-by-Step Guide

Enable email notifications for Google Forms to streamline your workflow and stay updated on submissions. Configure notifications to receive form responses directly in your inbox, eliminating the need to manually check a separate platform. This article explains the step-by-step process for setting up email notifications for Google Forms.

Start by following these steps:

Create a Google Form:

To create a Google Form to receive responses, follow these steps:

1. Go to forms.google.com in your web browser.
2. Click on the “+” button to create a new form or select an existing form.
3. Customize the form by adding questions, options, and other elements.
4. Use the toolbar on the right side of the form to add additional elements like images, videos, or section breaks.
5. Once you have finished creating your form, you can preview it by clicking the “eye” icon in the top-right corner.
6. To share the form with others, click on the “Send” button in the top-right corner and choose the method of sharing that suits your needs, such as sending a link or embedding the form on a website.

Google Forms is a free tool that allows you to create online forms and surveys with multiple question types. You can customize the form to collect various types of information and analyze the responses. It’s a useful tool for gathering data, conducting surveys, and organizing information.

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Enable email notifications:

To enable email notifications for new responses in Google Forms, follow these steps:

1. Open your form in Google Forms.
2. Click on the “Responses” tab.
3. Click on the three-dot menu icon in the top-right corner of the Responses tab.
4. Select “Get email notifications for new responses” from the dropdown menu.
5. In the pop-up window, configure email notification settings and specify the desired email address(es) for receiving responses.
6. Click “Save” to activate the email notifications.

By enabling email notifications for new responses in Google Forms, you can receive automatic email notifications every time someone submits your form. This feature is useful for staying up-to-date with new responses and taking timely action.

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Set up response destination:

To set up a response destination for your Google Form and store the form responses in a linked Google Sheets spreadsheet, follow these steps:

1. Open your Google Form in the form editor.
2. Click on the “Responses” tab.
3. Click on the three-dot menu icon next to the Google Sheets icon in the top-right corner of the Responses tab.
4. Select “Select response destination” from the dropdown menu.
5. Choose an option:
   • Create a new spreadsheet: Creates a spreadsheet for responses in Google Sheets.
   • Select existing spreadsheet: Choose from your existing spreadsheets in Google Sheets to store responses.
6. Click “Create” or “Select” to link the Google Sheets spreadsheet to your form.
7. Once the Google Sheets spreadsheet is linked to your form, you can view and manage the responses in the spreadsheet.

By setting up a response destination for your Google Form and linking it to a Google Sheets spreadsheet, you can store and manage the form responses in a structured and organized way.

Install add-ons (optional):

To enhance the email message format and features in Google Forms, you can install add-ons like “Email Notifications for Google Forms” or “Form Notifications” from the Google Workspace Marketplace. These add-ons provide advanced customization and automation options for email notifications.Here are the steps to install an add-on from the Google Workspace Marketplace:

1. Go to the Google Workspace Marketplace website.
2. Search for the desired add-on, such as “Email Notifications for Google Forms” or “Form Notifications.”
3. Click on the add-on listing to view more details.
4. Click on the “Install” or “Add to Drive” button to install the add-on.
5. Follow the prompts to grant necessary permissions and complete the installation process.

Once the add-on is installed, you can access its features and customize email templates by following the instructions provided by the specific add-on. These add-ons allow you to tailor the content and format of the email notifications based on user answers or specific conditions.

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Customize email template (optional):

To customize email templates for add-ons or default notifications in Google Forms, follow these steps:

1. Install and configure an add-on like “Email Notifications for Google Forms” or “Form Notifications” by following the instructions provided by the add-on.
2. Open the add-on in the form editor and select the “Create Email Notification” menu.
3. Customize the email template by adjusting the subject, message, and formatting to suit branding and needs.
4. Use dynamic fields or placeholders that will be replaced with the user’s answers or specific conditions to personalize the email content.
5. Tailor the content of the emails by using conditional statements or logic within the email template to display different content based on specific conditions.
6. Save the changes to the email template.

By customizing email templates for add-ons or default notifications in Google Forms, you can personalize the content of the emails sent based on user answers or specific conditions, providing relevant information or follow-ups to respondents.

Test and deploy:

To test and deploy your Google Form, follow these steps:

1. Install and configure an add-on like “Email Notifications for Google Forms” or “Form Notifications” by following the instructions provided by the add-on.
2. Open your Google Form in the form editor.
3. Test the form setup by submitting a test response to the form.
4. Check if you receive the email notification with the form submission details.
5. Make any necessary adjustments based on your testing.
6. Deploy the form to your desired audience by sharing the form via email, link, or embedding it on a website.

By testing and deploying your Google Form, you can ensure that your form is working properly and that you are receiving the necessary notifications.

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FAQs

Question: Can I receive form responses in multiple email addresses simultaneously?

Answer: Yes, you can specify multiple email addresses to receive form responses. In the email notification settings, separate each email address with a comma to send notifications to multiple recipients.

Question: Can I customize the email notification’s sender name and email address?

Answer: The sender name and email address for email notifications are typically set to your Google account details. However, certain add-ons provide options to customize the sender name and email address to match your preference or organization’s branding.

Question: Can I include the form respondent’s answers in the email notification?

Answer: Yes, by default, the email notification includes the form respondent’s answers. The notification will provide the form submission details, including the responses to each question.

Question: Can I receive email notifications for each form response individually?

Answer: Yes, each time a new form response is submitted, you will receive an email notification with the details of that specific response. This allows you to stay updated on form submissions in real time.

Question: How can I change the frequency of email notifications?

Answer: Currently, Google Forms only provides the option for immediate email notifications upon each form response. You will receive an email as soon as a respondent submits a form.

Question: Can I disable email notifications for specific forms?

Answer: Yes, you can disable email notifications for specific forms. In the form editor, go to the “Responses” tab and click on the three-dot menu icon. Select “Turn off email notifications” to disable email notifications for that particular form.

Question: Will I still have access to the form responses in Google Sheets?

Answer: Yes, even if you enable email notifications, the form responses will still be stored in the linked Google Sheets spreadsheet. The email notifications serve as a convenient way to receive updates in your inbox while retaining the data in Google Sheets.

Question: Can I receive email notifications for edits or changes made to form responses?

Answer: By default, email notifications are triggered only when a new form response is submitted. They do not automatically notify you about edits or changes made to existing form responses. However, you can explore add-ons that offer such functionality.

Question: Is there a limit to the number of email notifications I can receive?

Answer: There is no specific limit to the number of email notifications you can receive for Google Forms responses. However, keep in mind that excessive email notifications might impact your inbox’s storage capacity and could be subject to any limitations imposed by your email service provider.

Question: Can I unsubscribe or stop receiving email notifications later?

Answer: Yes, if you decide to stop receiving email notifications, you can go back to the form editor, navigate to the “Responses” tab, click on the three-dot menu icon, and select “Stop email notifications.” This will disable email notifications for that form.

Setting up email notifications for Google Forms responses offers a convenient way to receive submissions directly in your email inbox. It simplifies the process of staying updated with form responses and ensures prompt action when necessary.