How to send a Google Forms response in an email message after the respondent submits the form. You can also send a copy of the form answer to the submitter.
Google Forms is the best tool for creating online forms and surveys. The forms are responsive and mobile friendly, and they look beautiful because the color schemes and typography are based on the Material Design philosophy. Whether you need the basics contact me form in a more complex manner Event registration Form, there are ready-made form templates to get you up and running in minutes.
Google Forms offers many benefits. Form responses are automatically saved to a Google Spreadsheet that can be easily exported to other formats such as PDF or CSV. Unlike other online form builders that follow a freemium model, Google Forms is completely free and can accept unlimited responses. You can also schedule Google Forms to stop accepting responses after a given date.
There is one limitation with Google Forms.
Google Forms can send email notifications as soon as people submit your form, but the form response submitted by the respondent is not included in the email message. To view the submitted data you must open the Google Form, or the corresponding Google Spreadsheet that collects the form responses. Not a very convenient option.
If you want to receive submitted data in an email message, the Email Notification for Google Forms add-on can help. The add-on, written using Google Scripts, triggers when a user submits your Google Form and emails the form data to one or more email addresses specified by the form’s owner in rich HTML or PDF formats.
How to Receive Google Forms Data in Email
Here’s how you can add email notifications to any Google Form in 5 easy steps:
- Install the Google Forms add-on, then click the add-on icon inside the form editor (it’s the size of a . puzzle icon), select Email notification for forms menu and then click Create new rules menu.
- A configuration window will open within the form editor. Enter your full name (or sender’s name) and specify a list of one or more email addresses (comma separated) that should receive automatic email notifications when the form is submitted.
- If you want to send an automatic confirmation email to the form respondent after submitting the form, check Notify the submitter option. You also need to select a question in your Google Form that asks the respondent for their email address.
- Go to the next screen and enter the subject line and message body of the email notification. You can customize emails and include any
{{form fields}}In the subject or body as explained in the next section. - Click Make the rules Button to activate the form notification. Now open your Google Forms, submit a test entry and then go to your Gmail Sent Items folder to see the email notification that went out to the recipients.
Google Forms Email
How to create customized email autoresponders
You can easily include dynamic fields in the email subject line and message body from Google Forms. For example, if you have a “name?” If there is a question about the title. In Google Forms, you can include a template variable {{Name?}} in the subject or body and they will be automatically replaced with the actual data entered by the user.
Apart from form fields, the add-on supports dynamic form fields such as:
| variable | replace with |
|---|---|
{{Form Name}} |
Your Google Form Name (Title) |
{{Form Url}} |
Direct link to edit user feedback |
{{Response Number}} |
The current number of form entries |
{{All Answers}} |
Full response, formatted as a table |
Format your notification email with HTML
Form notification emails are created in HTML and therefore you can use any HTML tags to format the emails. For example, if you attach text inside tagIt will rotate Bold While in email tag will be Italicize text. Use span tags to change the font color as shown in the following example:
<span style="color:#f00;">Thank you!span>If you want to include your brand logo in the email message, simply upload the image and copy and paste the provided HTML code into the body of the email.
Conditional Email Notifications Using If-Then Logic
The form add-on can also send email notifications to different people based on the answers filled in the form. For example:
- In the sales form, you can send a notification to a specific sales manager based on the product category selected by the user.
- In the school form, you can send notifications to the respective teacher based on the grade selected by the parent/student.
You can use simple rules, eg region equals North AmericaOr build more complex rules using regular expressions. However conditional notifications are only available in premium version.
Send conditional emails with Google Forms
Google Forms doesn’t allow file uploads, but you can use Google Scripts to allow anyone to upload files to your Google Drive via a form.
For more answers, please see the Google Forms Help Center.