How to Share Google Form Responses
Many software tools for productivity focus on collaboration. One-user tools are no longer the norm but the exception. Google is a true pioneer in the field, with a comprehensive set of tools ready to be used collaboratively. After all, it was built as a cloud-based alternative to Microsoft Office.
Collaboration tools are now used worldwide, so it makes sense to understand how to share Google Forms responses, for example. Sometimes, colleagues need access to the same files and results. And Google Workspace is one of the easiest tools to use. Let’s see how you can do it.
Why Sharing Google Form Responses is Important
Sharing Google Form responses is essential for several reasons:
- Collaboration: Sharing responses allows team members to collaborate effectively. Whether it’s a project, survey, or event planning, access to responses enables everyone involved to make informed decisions.
- Transparency: Transparency is vital for educational settings, businesses, and research projects. Sharing responses can help build trust and demonstrate accountability.
- Data analysis: Many decisions are data-driven. Sharing responses with stakeholders enables thorough analysis and ensures that everyone is on the same page regarding insights and actions.
- Feedback and improvement: Sharing responses with participants or other interested parties can provide valuable feedback and help improve future forms and surveys.
Sharing Google Form responses can be done in several ways.
The simplest way to share Google Forms responses is to share the email notifications for the responses you receive. But you must set it up to have it work as intended. Follow these steps:
- Go to the Responses tab. It’s right above the form, in the middle.
- Click on the three-dot menu in the upper-right corner.
- Ensure you see a checkmark next to Get email notifications for new responses.
- You’re set!
The form responses will be sent to the email account used to log into Google Forms. Then you can easily forward them to email accounts pertaining to people you want to share these responses with.
This is the most direct and simple way to share Google Form responses with someone else. However, setting it up is more tedious and time-consuming. But if you work with small response batches, it may be enough for you.
So, let’s look at more interesting ways to share Google Form responses, ways that allow collaborators to interact with forms and data.
Sharing the Google Form Itself
If you want to share the responsibilities of a form management, you can send them an invite to collaborate. Go to the three-dot menu button at the top corner and click Add collaborators.
Add names and email addresses for the collaborators in the box labeled Add people, groups, and calendar events. Google automatically searches and finds the contacts. After you finish adding people, you can click Send. You can notify them that you added them as collaborators through an email.
Sharing Google Form Results
Collaborating on the form responses is just as easy as collaborating on building online forms. To share them, go to the Responses tab. Click on Link to Sheets.
You can connect your form data with an existing or new spreadsheet. For a new one, click Create, and your form data will be linked to the spreadsheet and opened in a new tab. All you have to do is click on your spreadsheet’s Share button. You can add people to your spreadsheet like you did when you shared the form.
Download Form Responses as CSV
There are three simple steps to download your form data as CSV:
1: Open your Google Form and go to the Responses tab.
2: Click on the three vertical dots (More) and select Download responses (.csv).
3: Share the downloaded CSV file via email, cloud storage, or any other file-sharing method.
Manage Collaboration Settings
Let’s say you’re already receiving responses through your online form. You may want to give collaborators certain permissions. Maybe you want some to see the answers, others to comment on them, or even edit them. You can decide that by setting up access levels in the Google Sheets file we discussed above.
Go to Share and choose whether you want to allow individuals to view, comment, or edit the file. Beware that only Google Sheets has these options. If you want extensive collaboration on forms and form responses, you need a more complete solution.
While Google Forms is user-friendly and widely accessible, 123FormBuilder offers enhanced features that make it a superior choice for form building and data sharing. Here’s why:
- Advanced sharing options and real-time collaboration: 123FormBuilder allows multiple users to access and work on form responses in real time, facilitating better collaboration.
- Customizable permissions: You can set detailed permissions, ensuring that different users have appropriate access levels (view, edit, or admin).
- Enhanced data management: 123FormBuilder provides robust security features, including data encryption and compliance with data protection regulations such as GDPR and HIPAA.
- Integrations: Seamlessly integrate with various third-party apps such as CRMs, email marketing tools, and project management software for better workflow automation.
- User-friendly interface: Creating forms with 123FormBuilder is intuitive with its drag-and-drop interface, making complex forms easy to build without any coding skills.
- Templates and customization: Access +3,000 templates and customization options to match your branding and functional needs.
- Advanced analytics and reporting: 123FormBuilder offers advanced analytics tools to gain deeper insights from your data, helping you make informed decisions.
- Custom reports: Create custom reports tailored to your specific needs and share them easily with stakeholders.
- Customer support: 123FormBuilder provides excellent customer support, including live chat and email, ensuring you get help whenever you need it.
You can share forms by going to your account, then My Forms and click on the dotted menu. Choose Collaborate and pick the 123FormBuilder users you want to share the form with. You can set up who can view, edit or submit.
To make form data reports public with 123FormBuilder, go to Reports, then Publish, and select Yes. The platform generates a webpage with your submission results. You can share that URL with whomever you want. The published report is automatically updated with new responses.
Conclusion
Sharing Google Form responses is a critical step in ensuring effective collaboration, transparency, and data-driven decision-making. While Google Forms provides basic sharing capabilities, 123FormBuilder stands out with its advanced features, making it a superior alternative for those needing more robust data management, security, and customization options. Give it a try; it’s FREE!
