Google Forms — how does it work?
IT ClusterIn a world where data is the new currency and the speed of decision-making defines competitiveness, tools for collecting and analyzing information hold strategic importance. That’s why proficiency in Google Forms is a key competency for modern professionals across all sectors.
From simple surveys to complex assessments, Google Forms unlock opportunities for fast, reliable, and intuitive data collection.
In this article, we will explore how this tool works, what features it offers, and why Google Forms has already become an essential part of digital transformation in business, education, and public administration.
What Are Google Forms and What Are Their Capabilities
Google Forms is an online tool for creating dynamic surveys, questionnaires, quizzes, and data collection forms. This service is part of the Google Workspace ecosystem and allows you to create professional forms in just minutes. All you need is a Google account and internet access.
From business to education, Google Forms is a versatile solution for information gathering. For example, HR professionals use it to collect candidate applications, while educators use it to assess student knowledge.
Google Forms features include:
- automatic saving of all responses to Google Drive;
- integration with Google Sheets;
- configurable notifications for new responses;
- real-time analytics and visualization.
This is especially valuable for organizations that prioritize time efficiency, transparency, and productivity. In 2025, as digital transformation shapes communication, tools like Google Forms ensure leadership through streamlined interactions.
How to Create a Google Form: Step-by-Step Guide
Getting started with Google Forms takes just a few clicks:
- Visit forms.google.com.
- Choose a template or start from a blank form.
- Add a title and description to your form.
- Create questions using preferred formats (short text, multiple choice, scale, etc.)
- Enable required responses (optional).
- Add conditional logic if needed.
- Customize the visual theme and click “Preview” to review the form.
Once published, you can send the form directly or share a link. That’s how easy and intuitive it is to build with Google Forms.
Types of Google Form Elements:
- short answer — for entering brief text responses (e.g., name, surname;
- paragraph (long text) — for entering detailed or extended responses;
- multiple choice — for selecting one option from several choices;
- checkboxes — for selecting multiple options from the available choices;
- dropdown — for selecting one option from a dropdown menu;
- linear scale — for rating using a scale (e.g., from 1 to 5);
- date and time — for selecting a specific date or time;
- file upload — for allowing respondents to upload files.
The platform’s flexibility allows you to tailor forms for nearly any use case — from simple surveys to complex, multi-stage assessments. This opens up new possibilities for those who seek precision in data analysis.
If it is important to visually complement your questionnaire, it is worth considering the size of the image for Google Forms — for a square, an image with a size of 1200 x 1200 pixels will be optimal, and for a rectangle, 1200 x 628— they will look correct on all devices.
Access Settings: How to Share or Restrict Access to a Google Form
Once your form is ready, it’s important to manage access properly. Here’s how to share your Google Form:
- Click the “Send” button in the top-right corner.
- Choose your method: email, link, or embed code.
- Enable or disable domain restrictions or sign-in requirements.
- Decide whether users can edit their responses after submitting.
To stop collecting responses, go to the “Responses” tab and toggle off “Accepting responses.” That’s how you can disable access with a single click.
Managing access is a critical aspect of data security, especially when dealing with personal or sensitive information. Google provides highly flexible and secure sharing settings to meet these needs.
Working with Responses: Viewing, Analyzing, and Copying Charts
Collecting responses is just the beginning — analyzing them is key. Google Forms’ built-in visualization system helps with that.
Under the “Responses” tab, you can:
- View individual responses.
- See aggregated statistics.
- Export data to Google Sheets.
- Copy Google Forms charts for use in presentations or reports.
To copy a chart, click the three dots in its upper-right corner and select “Copy.” This allows quick integration of visuals into your preferred format.
In 2024–2025, more companies are adopting Google Forms as a core data collection tool, thanks to its simplicity, automation, and ease of data processing.
Use Cases for Surveys and Quizzes in Google Forms
The range of use cases is broad and easily adaptable across industries — from HR and marketing to education, logistics, and IT.
Here are the most common scenarios:
- Feedback surveys;
- Online quizzes with instant grading;
- Event registration forms;
- Internal communication surveys;
- Application forms for contests or grants.
For instance, educational institutions can use Google Forms to create final tests with auto-grading and personalized feedback. In marketing, they help build contact databases and learn customer preferences.
Google Forms is a comprehensive ecosystem for collecting and analyzing data, enabling feedback, analytics, and data-driven decision-making. By choosing Google Forms, you gain a fast, reliable, and free tool to enhance engagement and communication with your audience.
