One of Google Suite’s best features is Google Forms. What’s not to like about a free survey builder that allows you to gather information quickly and with ease?
For users that rely on Google Suite features, they’ll appreciate the Google Forms responses automatically saving into a Google Sheets spreadsheet. This is where users can put the data to work—and generating Google Forms reports and visuals.
Unlike most form building applications that simply list responses, Google Forms allow users to generate reports and visuals from responses.
While this does require extra effort, being able to process Google Forms responses does make your responses far more powerful.
That’s why we wanted to highlight exactly how this can be done. Have patience, it’s not the quickest process!
Looking for a Shortcut?
If you want an easy way to build your own reports from Google Form responses, try Kloudio.
Kloudio brings you a report build that can create process SQL and non-SQL queries from Google Form questionnaires, contact forms to registration forms, and more.
Each Google Forms report can be viewed through Kloudio or exported for easy sharing. The report builder was designed to be a fully-functional alternative to manually generating reporting visuals from Google Forms.
However, if your preference is to create Google Forms reports manually from scratch, the following article is for you. In 7 steps, we’ll be walking you through have to generate Google Forms reports and visuals.
Let’s get started.
1. Select your question types
When you’re looking to build Google Forms reports and visuals, considerations starts as soon as you begin designing your Google Docs form.
For instance, if there are specific responses you’d like to display in the form of a graph, Kloudio recommends the use of a scale or multiple-choice questions.
Now you might be wondering, why does choosing your question type matter if I’ll get the same responses? While the reason is not apparent at this current stage, it will become clear in the coming 6 steps.
For now, when considering the use of multiple-choice, think of it as the easiest way to get a variety of responses but with consistency. You already know all the possible responses being delivered.
However, if you choose to use a text box question type, even a simple question like “What is your company size?” will result in varying answer formats:
Responses could be “121 employees, 121, 100+” and so on. Notice this makes it difficult to create reports and visuals without consistent fields.
Now that you’re aware of the importance of selecting the right question times for your reports, let’s move on to the next step.
2. Name your data range
Now let’s assume you’ve managed to collect all the responses you need using Google Forms, you can choose where to store responses. For our intents and purposes, we’ll be choosing to store Google Forms responses in Google Sheets today.
When your Google Forms responses populate into Google Sheets, you should be able to view all your Google Forms questions as well as responses.
Once all your Google Forms responses are in Google Sheets, name your data range for different types of data. For example, if your question was “What’s the date?”, then you might name the data range “Date”.
To do this, all you have to do is highlight the column of data you’d like to name, select “Data” in the toolbar above and then select “Named ranges…”.
By now you should see a text box appear on the right of your Google Sheet. Here you will go ahead and enter the name of your data range. In our example, we would enter “Date”.
3. Add a new tab to your Google Sheet
Now for the easiest step yet, open up a new tab in your Google Sheets document to proceed.
4. Add your Google Forms responses to a new tab
By now you should have a new tab open named Sheet2 by default.
Here, you will list all the possible Google Forms responses to a Google Forms question down Column A as follows:
Note: Ensure that the Google Forms responses you are entering match the exact wording of those you had in your Google Forms survey.
5. Use =countif to create a chart
We’ll now be using the “=countif” to count the number of times each Google Forms response occurred.
To start, type “=countif” next to your first Google Forms response. as follows:
To complete the formula, you will need to enter “=countif([NAME OF DATA RANGE, A1)“ because if you recall, you labeled your data range at earlier.
Once this is done, Google Sheets will know to apply this formula to all the corresponding cells. Just select cell “B1” and drag down using the square on the bottom right of the cell.
6. Create a report or visual from your Google Forms data
Now we’re ready to create the Google Forms visual report.
To do this, simply highlight all your cells in Google Sheets go to “Insert” in the toolbar and then select “Chart”.
If done correctly, you should now see “Chart Editor” appear on your Google Sheets document. Here, you can select the type of visual report you’d like to use.
7. Customize your Google Forms report or visual
We’ve finally reached the last step of this manual process. It’s time to customize your Google Forms report or visual.
All you have to do is select the “Customization” tab under your Chart Editor to give the visual report a title, y-axis label, x-axis label, customize colors and more.
Once that’s all done, just select “Insert” to put your Google Forms visual report right in the Google Sheets document.
Now it’s your turn
Spreadsheets are incredibly powerful tools. But even better, combine Google Sheets with Google Forms reports, and you’ve got a powerful combination.
Speed up your Google Sheets analysis with Kloudio today.