4 Ways to Share Google Form Responses With Others

Mehvish Mushtaq is a computer engineer by degree. Her love for Android and gadgets led her to develop the first Android app for Kashmir. Known as Dial Kashmir, she won the prestigious Nari Shakti award from the President of India. She has been writing about technology for 6+ years and her favorite categories include how-to guides, explainers, tips and tricks for Android, iOS/iPadOS, social media, and web apps.

Afam has been a content writer with Guiding Tech Media since August 2023. However, his experience in tech writing dates back to 2018, when he worked as a freelance writer for Make Tech Easier. Over the years, he has grown a reputation for publishing quality guides, reviews, tips, and explainer articles. His work is featured on top websites, including Technical Ustad, Windows Report, and Next of Windows. He has training as a Microsoft Certified Professional and has covered more Microsoft-related guides on these platforms.

Method 1: By Linking Google Forms to Google Sheets and Sharing It

If you want others tocheck answers on your Google Forms, you may have to link it to Google Sheets and share that Sheet. Follow the steps below.

Step 1:In your Google Form, click on theResponsestab.

Step 2:Click theLink to Sheetsoption with the Google Sheets icon at the top-right corner.

Note: If you have already linked a sheet, you will see theView in Sheetsbutton. Click on that and go to Step 4.

Step 3:A pop-up will appear. SelectCreate a new spreadsheetto store responses in a new spreadsheet and click onCreate.

Step 4:The linked Google Sheet containing your form responses will open. Click on theSharebutton at the top.

Step 5:Enter theemail IDwith whom you want to share the Google Form responses and hitSend.

Note: By default, users will have the edit permissions for the sheets. That means they can edit the responses. But you can change that by clicking on theEditorbox > choosingViewer (can only view)orCommentor (can comment). You can change these permissions later, too.

Tip:Learn how tosave Google Form responses to different sheets

The benefit of using this method is that the new responses will show automatically in the linked spreadsheet. And the user also won’t have editing permission for your actual form.

Tip:Learn how toedit Google Forms like a pro

Method 2: By Adding a Collaborator

Another easy way to share your Google Form responses with someone else is byadding them as a collaboratoron your form. However, note that they can see the responses as you do and edit your form. If you are okay with that, follow these steps:

Step 1:Open yourGoogle Formon a computer.

Step 2:Click thethree-dot iconat the top > selectAdd Collaboratorsfrom the menu.

Step 3:Enter the user’semail addressin the Add people and groups text box and clickDone.

The recipient will receive an email giving them access to view Google Form responses.

This method’s advantage is that the recipient can view a summary of responses like the original creator. However, the drawback is that the recipient can also edit the form.

Method 3: By Sharing CSV File

Another way to share Google Form responses with someone else is by sending them a CSV file containing the responses to your form. Google Forms offers a native feature to create an offline CSV file of responses, as shown below:

Step 1:Open yourGoogle Formand go to theResponsestab.

Step 2: Click on thethree-dot iconin the Responses panel.

Step 3: SelectDownload responses (.csv)from the menu.

Step 4:Select thelocationto download the CSV file. It might be downloaded in the ZIP format.

Step 5:Once downloaded, send theZIPor theextracted CSV fileto the recipient via email or any other sharing method.

This method works offline, and its best use case is when form responses have been closed. On the other hand, the drawback is that the responses will not be updated automatically. You must download and share the CSV file again if a new response arises.

Method 4: By Sharing as a PDF

You can also share Google Form responses with others in PDF format. First, you must create and download a PDF file of the responses. Then, you can send it to someone else. Here are step-by-step instructions to create and share a PDF file with Google Form responses:

Step 1:Go to yourGoogle Formand click theResponsestab.

Step 2:Click thethree-dot iconnext to the Send button and selectPrint.

Step 3: The responses will open in a new tab. Use theCtrl+P keyboard shortcutto open the Print preview window.

Step 4: Click thedrop-down boxnext to Destination and selectSave as PDF. Then, click theSavebutton to download the PDF.

Step 5: Email the PDF file with the responses or share it in instant messaging apps like WhatsApp, Slack, etc.

Like the above method, this method works offline. So, the responses will not update automatically.

Tip:Learn how toconvert Google Forms to PDF, Docs, or Word

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Last updated on 19 July, 2024

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