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Hi, my name is Haruna Hosokawa from BPSTechnology and I am here today to tell you a little bit
about Google Forms.
Google Forms is a tool for people to create and
fill out surveys and questionnaires online and they could be used in class as a questionnaire
or a quiz, or you could use it to survey other population like parents, for example.
So I am in my Google Drive right now, and to create a new form you would simply click
on New, and go down to More, and click on Forms. That opens up a blank form.
And --
-- you would probably want to title your form. And I'm going to call this "Sample Form."
This title is tied to your file name up here. You can change it if you'd like, but by
default it will make them the same name. You can enter a description; this is optional.
If you enter a description the user will have a little bit more details about what to do.
So, I could say something like, "Please fill out this form." By default it comes
out with one question to begin. You can click on that to start editing that question.
Now, you have a lot of options for the type of questions to use. Short answer is like
your name. Paragraph would be a longer text entry like, "Please tell me something you
have learned in this webinar." Multiple choice is multiple choice but you can select
one answer. Checkboxes are similar to multiple choice but you could have more than one answer.
Dropdown is similar to checkboxes and multiple choice except your choices are shown in a
dropdown format and not listed as in multiple choice and checkboxes.
File upload gives the user an option to upload a file when they get to that point of the survey.
Linear scale is something like you have a scale of 1 to 10 for example.
Multiple choice grid is similar to a linear scale,
but you can have multiple entries or multiple questions
within a question. Date and time will give you a box as well
as an option to click on a calendar to fill out the date.
So you could select any of these question formats. I'm going to call my first question,
"Name," and what you will notice is that Google will self-select a format for you.
So as soon as I entered "Name" it put in Short answer for the question format. And
you could change this if you don't like that, but it will try to guess the best format
for what you have put in. Anytime you see this image icon you can also
add an image. So, you could say, do something like, "Please look at this image and tell
me what you think about it." And when you click on this image icon, there will be an
option to upload, or to include a picture from your Google drive, or include through
a link. And you can include any image that you like as part of the question.
You can also insert images as part of a multiple choice so you could have three different images
and say, "Pick out the best image from here," for example.
Anytime you have a question you can decide whether it is required or not. If you set
this to be required, the user will not be able to submit the form until they put something
in this question. The trash bin here is to delete the question
and this icon here is to duplicate the question. Sometimes it's faster if you duplicate the
question than to add the question. Some extra options here if you click on these
three dots over here: you can add a description to each question to give further instruction
to the user. And there is also something called data validation. So this could be something
like your entry must be a number, or your entry has to be between a certain number. It
could set up some validations for you. If you are happy with that question, we could
go ahead and add your second question. And to add a question you click on the
plus icon on the right. And again you can choose what questions to do. Let's see,
I'll do multiple choice, and I'm going to say your Grade.
Sometimes, when you type in a question, it will suggest some choices for you. And in
this case, since I put in Grade, it suggested a list of four choices. I could use these or
ignore the suggestions and keep on going. So if I say "Add all" it puts it right
in. You do have the option to delete them if you don't like them. Maybe this was for
elementary school, so I want to do one, two, three, four, and five. And if you want the
option for the users to have the "Other" option, then you need to click on Add Other
and that would be put in as well.
So that's for Multiple choice and dropdown
and checkboxes work pretty much the same way as well.
You can also add text, image, or video as part of your survey without having it be a
question. So these could be like a section header or just an image like a logo -- a company
logo, school logo, things like that -- to customize your form.
You can also add sections. Now, sections is basically a separate page within your survey,
so maybe you want to have one section to input personal information and then a second page
to input something else. Or you could also add sections so that, depending on what you
put in as answer to a multiple choice, it jumps to a different section within the survey.
So I am going to show you how to do that. I will go ahead and add a section and I'm
going to call this "Grade 1 questions." And just for the sake of time I am not going
to add a new question, and I'm going to add a second section, or a third section,
that says "Grade 2 questions." So now I have three sections: the first section
which is Name and Grade, and a section for Grade 1 and a section for Grade 2. If I were
making the complete form, I'd keep going until I have five of these things.
Now in this multiple choice, I can say "Go to section based on answer" and I can say,
if you answered Grade 1 then I want you to go to Grade 1 questions. If you answered Grade
2, then I want you to go to Grade 2 questions. And let's say, for the sake of time, I'm
going to say submit form for all other grades. So let's say if you are grade 3, 4, or 5 you
don't have to -- you don't have any other section to fill out.
After Grade 1 questions,
I would like to submit the form and after first section, submit form. So when you have
multiple sections and you start to set these navigation options, it's very important
to make sure that, after I finish Grade 1 questions, I don't send the user to Grade
2 questions, I submit the form. And I'll show you some other settings and
then I'll show you what this form actually looks like. So after you are done with all
the questions, or before or during, you could change the looks of your form by clicking
on this color palette. You could select any of these solid colors
or you could select an image by clicking on this image icon. You can select out of pre-selected
images that Google has provided, or you can upload your own. So if you have an image you'd
like to use, you can say upload photos or go to your album and select a picture that
way. Once you have selected a picture it automatically
selects a color scheme for you. Unfortunately, you can't select picture AND color, so depending
on what you put in as a picture, it will automatically select a color for you. The eyeball here is
a preview option; I'm going to come back to that in a second.
The gear is the Settings where other settings take place. So under the settings you have
the option to collect E-mail address, or not. In this case I'm not going to.
You also have the option to restrict the users to BPS users. By default this is checked.
So if your survey form is going to be filled out by anybody other than BPS users you need
to uncheck this. So, for example, if you are using a form that needs to go out to parents,
or maybe even students who don't necessarily want to be logged into BPS account, you need
to uncheck this. You can also give respondents the option to edit after submit and to see
summary after they respond. So those are general options.
Under Presentation, you can show progress bar. That's something that will appear if you
have more than one section. It shows you how many more sections you've got to go.
You can also shuffle question order, which might be useful if you are using this as a
quiz, and there is an option to show link to submit another form.
And then the Confirmation message. The confirmation message is the message the users will get
after they submit the form. By default, it just says, "Your response has been recorded,"
but you could also say something like, "Thank you for submitting the form." So I'm going
to change that. And then there is the Quizzes tab. So there
is an option to make a quiz -- a self-scoring quiz -- using Google Forms. And it only works
well if you have multiple choice, checkboxes, or dropdowns where there is a correct -- definitely
correct -- answer. So it doesn't work well if you have text boxes or paragraph entries.
But if you have a multiple choice quiz and you want to make it into a quiz, you will
slide this switch over and you will get an option under each question to select the correct
answer and assign point values to them. I'm not going to do that at the moment, but please
feel free to explore this at your own time if you are interested. Save my options.
And after all the options are all set, you are ready to send the form. Now there are
three different ways to send forms. I'm going to click on Send.
The first way is to embed it into an E-mail. You can enter E-mail addresses in here, type
in a subject and a message. You can include the form in the E-mail which means the form
will appear right in the body of the E-mail, or if you don't select this it will just
go out a s a link. So that's one way to share a form.
The second way is to send people a link. So if you click on the link up here, you can
get a long link or a short link that you can copy and paste into an E-mail or into some
other document so that the users can send the form that way.
The third way is the Embed code. The Embed code is used if you have a website or a blog
or something like that where you want the form to appear. And then you will cut and
paste this embed code into that website or a blog. But most typically, people will be
using either this E-mail option or this Link option. Let's cancel out of that.
But before you send the form you should always make sure that it looks okay. And especially
if you have multiple pages, you need to make sure that the navigation works as you intended.
So I'm going to go ahead and preview this form by clicking on this eyeball.
Now, so any form has two modes: the first mode is this edit mode -- the editor mode -- and
then the form itself. So those are two different modes and two different links, so just keep
that in mind. From this editor I click the preview link
to get to the form. This is what the users will actually see when they try to fill out
the form. So I had my name and I have to enter a grade. This is a Multiple choice; I can
only select one thing. And I made it so that if I type in Grade 1 and hit next, that should
take me to the "Grade 1 question" section... and it does. Excellent. If I click on 2, it
should take me to the "Grade 2 questions." Very good. And if I select Grade 3, it should
take me right to the submit page. So that takes me to the end, and submit.
So that's exactly how I wanted the form and now I'm ready to actually send the form.
So again, if you create a form, make sure you look through the form and it looks good
before you actually send it. So let's say you finished this form and
you have gotten responses. I'm going to show you how to look at your responses now.
And for that I'm going into my Drive and opening up a form that I have created previously.
So I've created another form called another "Sample Form" earlier today and I pre-populated
them with some responses. So this form -- let me show you the form -- has
four questions. Your name, favorite color which is a multiple choice, favorite animal
which is an open response, kangaroo, and your favorite number which is a scale, scale from
1 to 10. I will submit. So once you submit the form there are a couple of different ways
to look at your responses. So in the Editor mode you will see this tab
for responses and you immediately see how many responses have been entered. Right now
I have 11 responses. If you click on that, you will first see the responses in summary
mode, which means you will see a compilation of all 11 responses.
And depending on the type of the question it will show it to you in a different format.
So for the text entry they just made a big list out of it, so I have 11 names. Favorite
color, which was a multiple choice, it's shown as a pie chart. So I can see that two
people said orange, one person said yellow, three people said blue, and so on.
Favorite animal, which was an open response, is shown as a bar graph, and the favorite
number which was a scale from 1 to 10 is also shown as a bar graph.
The thing about the summary report is that I can see the overall picture of what people
have responded, but I don't know who said what. So, for example, I know that one person
said they like cat but I don't know who that is. And I know that four people like
the number 7, but, again, I don't know who that was.
If you want to see individual responses you would click on the Individual side which will
then show you each person's response. So I know that Tommy likes blue, and likes tigers,
and his favorite number is 5. And I can scroll to every respondent that way. So going back,
so #2 response. So Nick like black and his favorite animal is Okapi and favorite number
is 8. So you can do that. But from here it's very difficult to see the big picture, like
how many people like the number 7, for example, that you could easily see in the Summary chart.
The third option for seeing the response is to copy it into a spreadsheet. So if you click
on this green icon here it creates a new spreadsheet and it puts it right into your Drive folder.
So if I go back to my Drive it'll pop up right here. And this form is tied to your
--not this form, this spreadsheet -- is tied to your form so it's populated with all
the responses from the 11 people. The header contains the name of the question and it also
gives you the timestamp of when the responses were entered. And as soon as a new response
comes in, it updates this spreadsheet in real time. So if I put in another response, for
example (typing), just put in some random things... so I submit another response and
it should pop up here right now. So it pretty much updates in real time.
The nice thing about having it in a spreadsheet now is that you can then rearrange this data
in any way you want. For example, if I go up to Name I can go up to this column top
and say, sort sheet A through Z. That would alphabetize this data using this name but
it'll also keep the rows together so, for example... What did we say so Tommy had blue
and tiger... So if I re-sort this alphabetically Tommy still has blue and tiger so the entire
row shifts together with the name when you alphabetize this. You can do something like
that to sort your data a little bit better. Maybe you want to sort by the number. I can
sort that and now I have my data sorted in numbers, and this way I can easily tell how
many people likes each number. So having it in a spreadsheet is another nice
way to look at your data. And again everything is real-time and updated in real time.
So another thing I'd like to show is... within the Responses section there are a couple
of features that I do want to show you. One is this slide switch for accepting responses.
If you have the form but you want to restrict when people can submit responses, you can
slide that switch over and stop accepting responses. So this is useful if you have,
like let's say something that students need to finish by 5 o'clock. So when 5 o'clock
rolls around, you can click on this switch and the form will still be there, it's still
in your drive, you don't have to delete it, but the user will not see it anymore.
So let's say if I do this, and I 'm going to my preview button. It'll tell me that
this form is no longer accepting responses so nobody will be able to see or enter anything
into the form at that time. You can always undo that.
The second thing I want to show is you click on these three little dots for extra options,
and there is an option to get E-mail notifications for new responses. That will give you an E-mail,
an E-mail as soon as someone has put in a response so that you know when they came in.
So that's another useful option to know. Bring myself back to questions... So that's
pretty much how to use Google Forms in an nutshell. Thank you for watching. If you need
any more resources, the G Suite Training icon that's up on the right is very useful. If
you click on that, it will give you all kinds of resources about Forms and you can definitely
look through these topics if you 'd like to know more about Forms.
Alright, so thank you for watching. This was Haruna Hosokawa from BPSTechnology. Have a
good day!
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