[Music]
okay so if you were planning an event
and you want to create a registration
form when you use it to gather some data
from the people that will respond to the
form and then when you're done with it
you want to analyze those responses
we're going to go through how to do that
and we're going to just start out in
Google Drive so if you have a Google
account you have access to Google Drive
just go to drive.google.com and it will
bring you to kind of the home page of
Google Drive that will look like this
and I just navigated through a couple
folders so I had a blank space here to
start so first we want to just create
the form and to do that go up to the
plus sign left click on it and we're
going to go to more because this isn't
one of the three main apps so you could
more then you go to Google Forms so in
Google Forms where we're still not quite
there yet what we want to do is pick
from one of these two options so you
could do a blank form if you want but
there is a template for event
registration so we're left clicked on
that and we're going to pick that just
because it is a little bit of a head
start and it may have some question
types that you want to keep so just left
click on event registration and when it
comes up your chances are you're going
to want to customize it right so as a
nice picture here let's choose a
different one
let's say that we're going to do it's
going to be a volunteering event and
we're going to be cleaning up the park
so we want to first just change this
picture and in order to change the look
and feel you come up kind of in the
upper right hand corner here and you
left click on customize theme and then
the header is what we want to change to
left click on image uploaded and let's
just get an illustration that looks nice
for a park
I like this one let's click on insert
and then that'll change that look and
let's change the header here of the
document save the park give them some
basic information where it is I know
it's hot right now but it's going to be
it's going to be in June anyway let's
make it soon we don't want to give
people too much of a warning June 27th
and it's right now that's going to date
this video oh well and event address so
maybe you're just going to send this out
to your faithful citizens so they'll
know where the park is but we'll say
well we didn't specify what Park did we
well say it's it's Wolcott Park it
sounds old and fancy world call to park
contact us at now we'll just leave that
off for now want to get going with the
forum right later that okay now we're
ready to move on to the questions that
we want to ask so think of this as the
data that you want coming in so when you
look at who's registered these are going
to be the important things that you need
to think about the first thing that
we're going to ask is name and that's
already on this form you'll have to ask
it you can change this to something else
if you want but name can be useful for
multiple reasons but one of the things
that you can do with it is check for
duplicates so someone might have
forgotten that they registered McIlwain
and register again
you'll see their name on there twice so
you can accommodate for that when you're
planning to see how many people come and
we're going to take a peek at this form
as we go along to see what's happening
so let's go in the upper right hand
corner left click on preview it'll open
a new tab and let's take this one and
put it on the right and we'll take the
original form and we'll put it on the
left now you don't have to do this as
you go through I'm just doing this to
kind of help us see what the end result
is so let's go stay on the left-hand
side right now and look at designing
this so we have the question of name and
it's a short answer is what it's saying
it is and what that means is when you
left click on this you can choose from
different question types and
or dancers just and just think of a
little text box right and the user can
type a couple different words you could
also do paragraph which just is designed
to take in more words but I wouldn't
think your name would be that long so
short answers fine
and we'll touch on these different types
a little bit later so when you look at
the right this is what that's going to
look like this asks for name in just a
little box for you to type it out and
there is a red asterisk and that's
defined at the top it's required and
that's being driven by this slider to
the right of required so you probably
want to ask her name if you don't want
them to feel compelled to put that in
there then you just left click on
required we'll do that for later
questions that we're gonna leave that
required and let's say you may want to
get in contact with them so the next
thing is so since we're usually in
templates already here right when what
their email so that's handy but let's
left click on this email so some things
are going on here what they've done with
this field is that they've come to the
lower right hand corner left clicked on
these three dots and they're validating
the response and not saying me because
in this case if someone types in no
email this is going to kick that out
because the response has to be text
susers drop-down they've selected text
and the type of text is email address so
there's no email address here it won't
accept this answer you could do that
with a phone number too if you wanted to
so it's a kind of a handy way just to
keep the inputs working and get the data
that you want so this next question will
say what type of volunteering do you
want to do so and this is just going to
be one of two things so when we drop
down the question type let's use
multiple choice you'll get to see what
this looks like an option one will be
tree planting and before we add the next
option if you take a look here you can
left click on add option that's what you
would do or if you add other that gives
the user a blank space to type in
something else but if you were only
offering two things let's just say tree
planting and litter removal but you
don't want to have this be required you
don't want to overwhelm the user they
just want to click Submit you don't
lose them so don't make it required and
let's come over to the right and refresh
and see how we're doing all right so we
have name email type of volunteering so
when I left click on tree planting and
then change my mind to litter removal it
only allows one of these to be selected
at a time all right so let's come back
we did type of volunteering now let's
just do you're going to ask do you have
any restrictions and this one is going
to be there's a yes or no and we'll just
do it as a slightly different type so
you can also do them as a drop down and
the first one could be yes and the
second one could be no we'll get rid of
the third option but with this question
what we want to do is if they answer yes
we want to bring them to an additional
question but if they answer no we want
them to just move on with the form so in
order to do that we need to add a
section right we're going to call this
section restrictions and then under here
we're going to say what type of
restrictions so let's allow them on this
one you can have more than one answers
so we will do checkboxes and we'll say
is a mobility restriction is it no no
maybe you're on your probation right you
have a bracelet we need to know that for
some reason I don't know struggle in
here mobility probation makes no sense
and maybe you're a minor so you need to
have your parents we'll get rid of these
other answers and that's it for section
two because that's just if you answer
yes for restrictions we're going to add
another section and this is going to be
called time of day so let's circle back
to they do you have any restrictions and
what we want to do is left-click on go
to section based on answer if they click
yes we'll continue the next section
which is restrictions if they say no
then we'll go to section three time of
day okay so let's come down the time of
day that's just a section header so it
needs a question
we'll say we'll say what time works best
for you now you really might just want
to have this multiple choice maybe
you're only running at two different
times but I'm doing it this way because
I just want to show you that you can ask
for the time or you can ask for a date
so we'll click time and then the only
thing that you can input for this answer
is a time all right so let's say we're
ready to preview this form again or
let's just left-click on preview we'll
bring that preview over to the right you
check out what we have so far so let's
enter a name email address I guess I
could do my real name right I think I'll
uh you okay with that type of
volunteering let's say litter removal do
I have any restrictions yes and then you
have to left click on next then it
brings you to what type I'm on probation
what cuts not funny is it will click
Next and then the time it gives you this
format where you have to enter a time
right it's a little colon they're
already invalid time will just hold your
horses
7:33 click Submit and there you go so
they've received the registration and
because of the settings that you have
they can come in and edit their response
later you can turn that off if you want
but let's come over to the left and just
look at this response and then we'll
talk about different ways that you can
send out this registration so you have
one response already this is obviously
what I just did
we'll left-click on that and it will
give you data about all your responses
so you can analyze what's going on and
you can also look at this and say you
know May you can make a decision that
this time of day needs to be just to
drop down with a couple of selections so
you could change the form as you go
along but for now this this is where you
go to get responses and you download
them in a spreadsheet here but we'll
talk about that after we put some more
data in here so if you're just about
ready to set it out let's check our
settings and make sure that they make
sense you can collect email addresses if
you want and you can give the
respondents a copy of their responses if
you want so and here's where you would
uncheck edit after submit
this is just a registration form so if
you're not worried about it I would just
leave that on I don't think you need to
change anything if you left-click on
presentation you can show then that
little progress bar as they click
through it I would just leave most of
these as is because this form isn't long
enough to have to show someone a
progress bar so just click Save and
let's say we're ready to send this out
so this is some of the flexibility of
Google Forms we'll come through here
when you left click on send you'll get a
box that comes up and at the top there
are three different options on how to
send this out you can just type in email
addresses so when this envelope has been
clicked down here is the to field and
you would just type in all the email
addresses that you have or you could
just paste them in here and you can
embed the actual form in the email if
you want so you would be check mark here
to do that and you can add other people
to have them help you send out the form
here so if I left click on add
collaborators it will give you this add
editors box and then you could type in
some of your let's say team members
there let's go back up the send so
that's a traditional sending it through
email what you could do is grab this
link and you could even left click and
shorten URL to get a shorter link and
you could do whatever you want with that
link so you could copy that link you
could send it out you know in the text
and an email you could send it out in
social media and then someone left
clicks on that it will bring it into the
forum and while we're on the subject of
social media there are two embedded
options here to make it a little bit
easier so you could share the a Facebook
or Twitter just from clicking here and
that would bring that up in another tab
so I'll show you that let's say we'll do
it through Twitter save the park so this
is the email you left click on that to
send out that tweet no I don't want to
do that and then the last option is to
get some embed code so if you're a
website owner and you can access the
HTML on the back end you will copy this
text you would put it on your website
and then this form would just show up in
a window on your website and then so you
could gather submissions through your
existing site
so one more trick while we're in here if
you wanted to say print posters about
saving the park and you wanted people to
be able to just take a picture of the QR
code on the poster what you could do is
come to the link you could grab this
link and then just go to a QR code
creator I don't really don't know one of
these from the other but you can create
a QR code so you put that URL so let's
make sure we still have that URL on our
clipboard we'll copy it paste it and
then you can take this QR code you can
put down a piece of paper you could put
it in your local grocery store if you
want you will scan that with their phone
and then though that would take them
directly to the form all right so let's
say we've sent this form out and now we
have six responses we're going to talk
about what you can do with these now so
we're still in the Google form if I left
click on responses and there's three
options and different ways to look at
them before you even use a spreadsheet
so the summary is just going to
summarize them by question type so
that's pretty intuitive it gives you
some charts you can look at them by
question so this was the question of the
name you can scroll through those or by
individual respondent so this is
everything that the first person
answered scroll through let's say the
fourth third person answer this right
here so this can be handy and if you're
only expecting a couple people you
probably can just analyze it like this
if you have a larger number of responses
what you can do is come up to the icon
of a spreadsheet
left click it's saying create
spreadsheet we'll just keep it on create
a new spreadsheet what you could also do
is filter it into an existing
spreadsheet so we'll just create a new
sheet within there but let's just say we
want a new one and it just created the
spreadsheet but let's go back to drive
for a second so I still have that tab
open I just wanted to show you this is
why we talked about where this is saved
and
so now your form in your spreadsheet are
saved in the same folder and that's good
right because they belong together and
it named it the name of your form and
then just put responses in parentheses
so let's go into that spreadsheet and
this is giving you a list of everyone
that registered so the one thing that we
want to ignore our mine is I did it in a
corporate account so it's collecting all
the email addresses of the people at the
company you see it was just me but we'll
right-click on that we're going to hide
the column you won't see that on
personal account so let's talk about
what we're seeing here it's showing you
when the responses came in giving you
the list of names this is all pretty
straightforward so far but let's say you
wanted to come in here and look at who
needs restrictions so you see this extra
field that we designed it's only filled
out for one person but if this list had
thousands of people what you could do is
you could go to data and then create a
filter and that puts these little
controls at the top of each column and
if you wanted to just look at the people
to have restrictions you could
left-click on that control uncheck the
nose click OK and then you would just
have a list of everyone with a yes let's
clear that out select all again click OK
and then everyone comes back if you're
trying to figure out how to staff this
find out what time works best maybe you
want to sort this by time of day so you
could left click on this and sort a to Z
and it puts it in time order and then
you can see how many people are going to
be showing up at different times a day
now this also collects all your email
addresses so if you were to copy this
you could paste this somewhere else and
work with the email addresses maybe you
want to communicate with them further
and if you have staff lined up right and
you want to tell give someone a list of
the people that are doing litter removal
uncheck tree-planting and there you go
that's all litter removal people so
that's how to use Google Forms if you
want to learn more about how to sort and
filter data once you get it inside of
Google sheets this next video will walk
you through some of those concepts