Google Forms Instruction Document - PDST

Google Forms Instruction DocumentIntroductionGoogle Drive is a free, web-based office suite and data storage service offered by Google. It enablesusers to create online documents and edit them collaboratively. As well as word processing,spreadsheets and presentation Google Drive offers a ‘forms’ option that can be used to generateonline surveys and then collate and present the results. ‘Google Apps for Education’ is a packageof free online tools, including Google Drive, compiled specifically for schools/colleges. It allowsschools to set up email accounts for its teachers and students, facilitates shared calendars, shareddocuments and even the creation of websites that could become class or project websites e.g. a TYwebsite. It gives the administrator control to limit access to the emails/sites. If you are consideringsetting up Google Apps for your school then it is advisable that it is done in consultation with the ICTAdministrator in the school. For the purposes of setting up an online questionnaire (Form) then aregular gmail account will suffice.Step1:SettingupaGoogleDriveAccountYou will need a Gmail account to use GoogleDrive so if you do not have one already:1.Go to www.gmail.com2.Click the red button at the top righthand-side to ‘Create an account’3. Enter in the required setup details. This emailaddress may become available to parents/students so you may wish to consider this inthe name/address chosen e.g.:abbeyccty@gmail.com4. Once you have successfully created your account, click on ‘Drive’ towards the top of the page toaccess your Drive suite of office tools.

ProfessionalDevelopmentServiceforTeachers5. You should get a page similar to that shownhere. Once you have created a number ofdocuments they will appear in the centre of thispage, as will documents that others havecreated and have shared with you.Step2:CreatingyourQuestionnaire(GoogleForm)On the left-hand-side,there is a ‘Create’ buttonto create a new document. Beside this button isanother that will allow you to upload files to yourGoogle Drive account. From here you can createa variety of document but we are going to choosethe Form option.1.2.Click on the Create Button, a list of options will appear.Select ‘Form’ from the list.This will take you to the Form template page.Here you will see several options to create your questionnairebut respondents will eventually see a much simpler version.There are two sample questions created for you already andyou will be in the edit mode of the first question.3.Fill in the title of your questionnaire by replacing the textin the ‘Untitled form’ box.If you have any guidance for the recipients, then that may betyped into the next box e.g.: “please answer these questionshonestly and without consulting others. Your responses areconfidential and you cannot be identified.”The first two sample questions are in the form of simple textanswers, however, you may wish to change this.There are 6 options:Text:Used for short answers (afew words maximum)Paragraphtext:Used for longer, moredetailed answers

hoice:Respondents select oneoption from a listCheckboxes:Respondents can choose anumber of options from a listScale:Respondents select a valuefrom a rating scale e.g.: 1-5,1-7 etc.The highest and lowest pointof the scale may be labelledGrid:Respondents make aselection considering twofactors.Step3:EditingyourFormQuestions can be added by a process of duplicating and then editing. There are three editing buttonson the right-hand-side: The Pencil for editingThe Squares to duplicate questionsThe Rubbish bin to remove a question

ProfessionalDevelopmentServiceforTeachers1. The initial question is active when you start editing first. If this is not already the case thenclick on the pencil to the right of the question to make it active (a question is active when thethree buttons are visible to the right-hand-side and the question has a slight peach colouredbackground).2. Replace the text in the ‘Question Title’ box with your question e.g.: what class are you in.3. Add a comment to the ‘Help text’ if necessary but this is optional.The answer to this question will be short so the‘Text’ Question Type is suitable.If you want to make this a compulsory question,then click the ‘Make this a required question’box.An error note appears if a respondent does notanswer a required question.Click on the ‘Done’ button when you are finished.That is your first question done! Click the pencil again to leave the question editing mode.C It is a good idea to select your ‘Question Type’ first as this has a bearing on how the question isstructured.4. Move on by selecting the pencil next toSample Question 2.5. We will make this a ‘paragraph type’question so select this option from the‘Question type’ list.6. Fill in the question as before.7. To see what your questionnaire looks likeclick on the link at the bottom of the page (orright-click over the link and select ‘open innew tab’ option). Every form will have aunique url (web address).The easiest way to create a new question is toduplicate an existing one and use it as a basisfor the new question.8. Hover over the desired question and click onthe double squares to duplicate it. This timewe will create a multiple choice question so select this option from the ‘Question Type.’9. Fill in the Question Title and Help Text.10. Enter in the alternative options that the respondent can choose from. Respondents can onlychoose one item from the list specified. Click ‘Make this a required question’ if you wish andthen click ‘Done’.There is an option to go to another page based on the selection the respondent makes to the multiplechoices. This may be a Google Drive document or, perhaps, another form/questionnaire. This iscovered in section X.

ProfessionalDevelopmentServiceforTeachersThe ‘Choose from a list’ is a similar style question where the respondent selects one answerwhereas the ‘Check box’ allows therespondent selects a few options.If you want to delete a question, simply click onthe ‘X’ next to the question, to add morequestions, do so at the bottom of the list. Youcannot re-order the appearance of a listwithin a question.‘The Scale’ requires the respondent to select anumber rating but you can enter the values atboth extremes, ie: like/dislike, agree/disagree.The grid has horizontal and vertical variables:Never oralmostneverA few timesa yearAboutonce amonthSeveraltimes amonthSeveraltimes aweekMagazineso o o o o Comic bookso o o o o Fiction (novels, narratives,stories)o o o o o o o o o o o o o o o Non-fiction booksNewspapersInstead of duplicating and then editing questions, you can also select ‘Add Item’ at the upper lefthand corner and select the desired question format.Step4:Todelete/reorderquestionsTo ‘delete’ the question, click on the rubbish bin on theright-hand-side.To reorder the questions on the questionnaire, first click‘Done’ then click somewhere in the editing area of thequestion (a crossing-arrows symbol should appear) thenmove the question vertically to the desired position.You may wish to add a design to your questionnaire andto do so click on the ‘Theme’ button next to the Add itembutton.

ingSectionstoyourFormYou may also wish to add a ‘Section header’ which willenable you divide your questionnaire into sections or addadditional text that is in the form of a statement rather thana question. For example: you may like a singlequestionnaire covering different topics such as classwork,homework and extracurricular activities.Click on the ‘Add item’ on the top left hand cornerSelect ‘Section Header’. It appears on your page in asimilar format to a question and can be moved by clicking,holding and moving to the desired position.Step6:AddingseparatepagestoyourFormIf you have a long questionnaire or you areaddressing a number of topics you may wish to inserta ‘Page break’ which will divide your questionnaireinto separate pages. You can remove the SectionHeading and Page break by clicking on the rubbishbin similar to removing a question.

ProfessionalDevelopmentServiceforTeachersThere are different reasons why pages may be added e.g.; you may want to put different categories ofquestions on different pages or you may want to go to a new page based on a respondent’s ntsselectionThere is an option to go to different pages depending on the selection the respondent makes to amultiple choice question. This may be different section or a different page. These pages need to becreated before entering the multiple choice options.1.2.3.4.Click on ‘Add item’Select ‘Page break’Add your questionsShould you require a respondent to be directed to a different question based on their responseyou need to create the pages first and go back and use the multiple choice question type ie: if yougoing to give a multiple choice with 3 options, you must create the three pages first (then go backand create to multiple choice options).5. When constructing your multiple choice questions ensure ‘Go to page based on answer’ isselected.6. The redirection options then appear to the right hand side.7. Enter in the alternative options that the respondent can choose from. Click ‘Make this a requiredquestion’ if you wish and then click ‘Done’.8. In order to end the questionnaire and submit it, you must add another multiple choice question tothe end of your page but with one option: submit. Add a multiple choice question type and call it‘Submit this survey’ or similar in the Question Title box.9. Select ‘Go to page based on answer’10. Replace the Option 1 text with ‘Submit’ or similar11. Click on the button ‘Continue to next page’ and select ‘Submit form’ from the list. Make it a‘required question’. When respondents get ?You only need to undertake tasks 8 to 11 if you choose to use the ‘Continue to next page’ option andtherefore have different ending points for a n3

ogle Forms come with a variety of colourful backgrounds that can be applied to your survey.1. Click on the Theme button towards the top left-hand-side.2. From the list that appears select your preferred theme,you will get a preview of what it looks like, click the ‘Apply’ onthe top left and then ‘Back to editing’.3. Google provides a standard confirmation message thatappears once someone has submitted their form. If youwish to change this then click on the ‘EditConfirmation’ button under the ‘More actions’ buttonon the top-right-hand side.Check that the form is correct by clicking on the link at the bottom of the page (in the black ribbon). Itcan become cumbersome to edit the form once several respondents have completed (Form)There are basically two ways of distributing yourquestionnaire: send it by email or sharing the webaddress (Url) (e.g.: making it a link on your website.)To distribute by email:Click on ‘Email this form’ on the top right-hand-side ofthe pageFill in the email addresses for your recipients in thedialogue box