How to Send a Google Form Outside of Organization – Quick Guide for External Sharing

Google Forms provides a powerful way to collect information, but sometimes you need to reach respondents outside your organization. Sharing a Google Form externally is straightforward and allows anyone with the link to fill it out. To send a Google Form outside your organization, open the form, click Settings, and turn off the restriction that limits responses to users in your domain.

This simple change opens up your form to a wider audience. Once the restriction is removed, you can share the form link via email, social media, or embed it on a website. Google Forms doesn’t require respondents to have a Google account, making it accessible to virtually anyone with internet access.

By default, Google Forms collects email addresses from respondents. However, you can adjust this setting to allow anonymous responses if desired. This flexibility makes Google Forms suitable for various scenarios, from customer feedback surveys to event registrations, regardless of whether the target audience is within or outside your organization.

Setting Up Your Google Form

Creating and configuring a Google Form for external sharing involves several key steps. From designing the form to adjusting settings and collaborating with others, proper setup ensures your form reaches its intended audience.

Creating Your Form

Navigate to Google Forms and click “Blank” or choose a template. Add a title and description to introduce your form’s purpose. Insert questions by clicking the “+” icon on the right sidebar. Select question types like multiple choice, short answer, or file upload. Customize each question with options, making them required if needed. Use sections to organize related questions. Add images or videos to enhance visual appeal and clarity. Preview your form to check its appearance and functionality from a respondent’s perspective.

Configuring Form Settings for External Sharing

Click the Settings gear icon at the top right. Under “Responses,” toggle “Collect email addresses” if you need to track respondents. In the “General” tab, decide whether to limit responses to one per person. For external sharing, go to “Responses” and select “Allow responses from outside your organization.” This enables anyone with the link to access the form without signing in. Consider enabling the option to receive email notifications for new responses. Set a custom theme to match your branding by clicking the palette icon at the top.

Collaborating on Form Design

Share your form with team members for collaborative editing. Click the “Send” button and choose the “Add collaborators” option. Enter email addresses of colleagues you want to invite. Set permissions to “Editor” for full access or “Commenter” for limited input. Collaborators can add questions, adjust settings, and view responses. Use comments to discuss specific elements by right-clicking and selecting “Add comment.” Track changes in real-time as multiple users work on the form simultaneously. Consider using Formifyr for advanced collaboration features and form creation tools.

Distributing Your Google Form

Google Forms provides multiple options for sharing your form with respondents outside your organization. You can easily distribute your form via email, social media, or by embedding it on a website.

Sending Forms via Email and Social Media

To share your Google Form via email, click the “Send” button in the top-right corner. Enter recipient email addresses, add a subject line, and include a brief message. You can also send the form link directly through various social media platforms. On Facebook, post the form URL on your page or in groups. For Twitter, compose a tweet with a short description and the form link. LinkedIn allows sharing in posts or direct messages. Remember to use a URL shortener for platforms with character limits.

Embedding Forms on a Website

Embedding a Google Form on your website increases visibility and accessibility. Click the “Send” button and select the “<>” embed option. Copy the provided HTML code and paste it into your website’s HTML editor. Adjust the width and height settings as needed. This method works well for WordPress sites, allowing visitors to complete the form without leaving your page. For added customization, consider using form-building tools like Formifyr to create and embed forms with advanced features.

Best Practices for Sharing Forms Publicly

When sharing forms publicly, prioritize security and user experience. Use clear, concise language in your form title and description. Test the form on various devices to ensure mobile compatibility. Consider enabling the “Limit to 1 response” option to prevent multiple submissions from the same person. Regularly monitor responses and adjust settings if needed. If collecting sensitive information, inform respondents about data usage and privacy measures. Lastly, create a shortened URL for easy sharing across platforms and in printed materials.