Google Docs

1. Google Docs How to create, send, and edit a form

2. Access Google Accounts • Sign Up for a Google Account • Ways to Create Google Accounts • Open a Shared Form • What if the share request was sent to an e-mail not associated with your Google account? • Make Your Own Copy • Rename the Form • Make Changes to the Form • Create a Survey from Scratch • Templates • Begin a New Survey • Survey Title and Description • Choose a Theme • Add Questions • Select Question Type • Text Questions • Paragraph Text Questions • Multiple Choice Questions • Checkboxes Questions • Choose from a List Questions • Scale Questions • Grid Questions • Designate a Question as “Required” • Add More Questions • Edit Questions • How to Edit, Delete, or Duplicate a Question • Reorder Questions • Create Section Headers • Split Questions Into Multiple Pages • Save Your Work • Create a Confirmation Message • Email the Survey • Use the Survey’s Direct Link • Email the Survey from the Spreadsheet • Integrate the Survey Into Your Website • How to Embed the Survey in Your Website • View Survey Results • Results List View • Results Summary View • Download Survey Results • Print Results from Spreadsheet • Print Results from Summary View • Response Notifications • Stop Collecting Responses • Share Your Survey • Protect Your Spreadsheet • Create a Copy of Your Survey Form Table of Contents: You may navigate this presentation from within this page.

3. Log in to your existing Google account if you have one. Access Google Accountshttps://docs.google.com/ ◄Table of Contents

4. Create a new Google account if you don't already have one Click in the upper right corner of the screen. Sign Up for a New Google Accounthttps://docs.google.com/ ◄Table of Contents

5. There are several ways to set-up a Google account. 1. Create a G-Mail account 2. Link to AOL Mail, Hotmail, or Yahoo Mail. 3. Link to another email account. Ways to Create Google Account ◄Table of Contents

6. Yippee, someone has offered to share a Google Form with you, but how do you use it? Click on the e-mail link to go to the shared form. Opening a Shared Form ◄Table of Contents

7. Sign into your Google Docs account. If the e-mail that the invitation was sent to is different than the e-mail you have associated with your Google Docs account, e-mail the person sharing the form with you and request that another invitation be sent using the e-mail associated with your Google account. (Be sure to let them know what that e-mail is.) What if the Share request was sent to an e-mail not associated with your Google account? ◄Table of Contents

8. The form will usually open up as a spread sheet. To make your own copy of the form, go to: Make Your Own Copy ◄Table of Contents

9. Rename your new form. Rename the Form ◄Table of Contents

10. The Survey form is now all yours. To now make changes to the survey form, go to: Make Changes to the Form ◄Return to the Table of Contents for additional topics.

11. You can create and send a form (survey) from your “Documents List” or from any existing spreadsheet. You can also a new survey. Create a Survey from Scratch ◄Table of Contents

12. Google Documents offers an ever expanding list of predefined form templates from which you may create a new form. You may choose from a predefined template by selecting Templates ◄Table of Contents

13. Begin a new online survey by clicking from the menu. Begin a New Survey ◄Table of Contents

14. A new form will open. Enter a Title or name for the online survey. Also, provide a Description. This is optional, but appears above all questions and is useful for providing instructions to users on completing your survey. Note that your new survey form has one question block already in place, it is ready for you to customize. Survey Title and Description ◄Table of Contents

15. Individualize your form by choosing a theme. Click Choose the theme of your choice. Click Choose a Theme ◄Table of Contents

16. Enter the for each question. Optionally, enter that may be helpful to users completing your survey (e.g. translations, examples). Add Questions & Help Text ◄Table of Contents

17. Select Note: There are several different types of questions to choose from. Select Question Type ◄Table of Contents

18. Text: type of question with no defined list of choices, allowing respondents to answer in their own words. Question Type: Text Questions ◄Table of Contents

19. Paragraph Text: type of question with no defined list of choices, allowing respondents to answer in their own words. Paragraph text allows for long answers. Question Type:Paragraph Text Questions ◄Table of Contents

20. Multiple choice: a single answer is chosen from multiple options. “Other” may also be included as a choice which allows respondents to write in their own answer. Question Type: Multiple Choice Questions ◄Table of Contents

21. Checkboxes: all applicable answers are chosen from a list of choices provided. Respondents may select more than one answer. Add “Other” to allow respondents to write in their own answer. Question Type: Checkboxes Questions ◄Table of Contents

22. List: an answer is chosen from a dropdown menu. Question Type: Choose from a List Questions ◄Table of Contents

23. Scale: used to ask respondents to rate something between two points. Question Type: Scale Questions ◄Table of Contents

24. Grid: used to rate several aspects of an item with the same scale. Question Type: Grid Questions ◄Table of Contents

25. Checking this box indicates whether the question is required. This forces users to enter a response. Designate a Question as “Required” ◄Table of Contents

26. Add as many questions as needed by clicking at the upper left of the window. Add More Questions ◄Table of Contents

27. Hover over your questions with your mouse pointer to see small icons appear to the right that allow you to either Edit, Copy, or Delete the question. Take any of these actions necessary for all of your questions. See the next slide for details. Edit Questions ◄Table of Contents

28. Edit: To edit an existing question, click the Edit button to the right of the question you want to edit. • Delete: To delete a question, click the Delete button to the right of the question you want to delete. • Duplicate: To duplicate a question, click the Duplicate button to the right of the question you want to duplicate. This is a good way to save time when creating questions with similar formats. How to Edit, Delete, or Duplicate a Question ◄Table of Contents

29. Move your questions to reorder your survey by dragging the question and dropping it to the desired location. Note: this will change the order of the questions on your survey form but not on your spreadsheet, so it is best to have the questions in order as they are input. Reorder Questions ◄Table of Contents

30. Each section header can have a title, which will appear in a larger font, and a section description which will appear below the header text. From the drop-down menu, select Create Section Headers ◄Table of Contents

31. If you've created a long form, for example, and would like to make it easier for your respondents to fill it out, you can add page breaks. From the drop-down menu, select Split Questions Into Multiple Pages ◄Table of Contents

32. Complete your work and click located in the upper right corner of the window to save the form. Save Your Work ◄Table of Contents

33. You can edit the confirmation message that people filling out your form see after submitting their responses. Click the drop-down menu at the top-right of the form And select Note: If is checked, survey takers will be able to see others’ survey answers once they complete the survey. It is best to leave this unchecked. Create a Confirmation Message ◄Table of Contents

34. Distribute your completed survey by clicking “Email this form" on the menu bar (this generates an email which includes a link to your survey/form). Email the Survey ◄Table of Contents

35. Notice: the direct link to your form is always available at the bottom of your screen while you are in edit mode. You can use this address as a link to direct people to the survey in your own correspondence, emails, on a webpage, etc. Use the Survey’s Direct Link ◄Table of Contents

36. You may also distribute the survey from the spreadsheet view by going to “Form” then “Send form” on the menu bar. Email the Survey from the Spreadsheet ◄Table of Contents

37. Website Integration This can be a particularly useful way to show that the survey is legitimately from the organization it proposes to be from. You also may have more control of the survey address making it easier for respondents to navigate to. http://www.rusdlink.org/Page/1906 Integrate the Survey Into Your Website ◄Table of Contents

38. Website Integration Click "Embed" from the “More actions” menu. Google displays a URL that you copy and paste into your email or Web page. How to Embed the Survey in Your Website ◄Table of Contents

39. A Google form is automatically connected to a spreadsheet with the same title. When you send a form to recipients, their responses will automatically be collected in that spreadsheet. View your survey recipient responses by going to the menu & clicking View Survey Results ◄Table of Contents

40. Results List View To view results as a list, go to “List” from the “View” menu. Once in the “List” view, you can limit the results to particular answers within a question group. ◄Table of Contents

41. You may toggle the view between the raw spreadsheet data and a summary view. The Summary display offers statistics and charts for all responses. Click from the menu. Then When viewing the Spreadsheet data for your survey form, you may also toggle back to the form edit view by clicking Results Summary View ◄Table of Contents

42. From the spreadsheet, responses can be downloaded to your computer in several formats. Download Survey Results ◄Table of Contents

43. To print results from the spreadsheet view go to “File” from the menu, then click “Print.” Finally, select how you would like your printout to be formatted. Print Results from Spreadsheet ◄Table of Contents

44. Results can be printed from the Summary View by using your browser toolbar. Or by using the (Ctrl + P) keystroke shortcut command. Print Results from Summary View ◄Table of Contents

45. Find out when surveys are completed. From the “Tools” menu choose “Notification Rules.” Set how you will be notified in the window that appears. Results Notifications ◄Table of Contents

46. Disable your form (so that responses will no longer be collected) by clicking "Accepting Responses" from the "Form" menu in the spreadsheet view to deselect the response option. Stop Collecting Responses ◄Table of Contents

47. You can share your survey with others by clicking in the upper-right corner. Add users and change user access from this window. Share Your Survey ◄Table of Contents

48. Do you want to share your results, but are worried that someone else might mess up your data? Protect your sheet. From the “Tools” menu choose “Protect Sheet.” Protect Your Spreadsheet ◄Table of Contents

49. Easily create a copy of an existing survey form (without the results) by viewing the spreadsheet data, then select “Make a Copy..." from the “File” menu. Note that the copy will have all questions but results will not be available in the summary view. You'll need to manually delete the data rows from the spreadsheet of your new copy. Create a Copy of Your Survey Form ◄Table of Contents