Welcome back! Today, we’re diving into a common question: “How do you change email notifications in Google Forms?” Google Forms is an incredibly versatile tool, but one of its limitations is the lack of flexibility in email notifications. By default, notifications are sent only to the form creator, even if additional collaborators are added. But don’t worry—a workaround involves using a third-party tool. Let’s explore how you can customize your email notifications for Google Forms.
How to Change Email Notifications in Google Forms (Video Tutorial)
The Default Notification Setting
When you create a Google Form, the only built-in notification option is to send email notifications for new responses to the form creator. Unfortunately, even if you add collaborators to your form, they won’t receive these notifications. Google recommends using a third-party app for more advanced notification options.
Using a Third-Party Tool: Email Notifications for Google Forms
We recommend using the “Email Notifications for Google Forms” add-on to get around this limitation. This tool is customizable, regularly updated, and widely used (with over 18 million downloads). It’s safe and secure, allowing you to set up custom messages and notify multiple people about form responses.
Step-by-Step Guide to Setting Up Email Notifications
- Install the Add-On
- First, you need to install the “Email Notifications for Google Forms” add-on. If you’re not sure how to install add-ons, we have another tutorial covering that topic.
- Once installed, open your Google Form. You should see a new puzzle piece icon in the top menu, indicating that add-ons are available.
- Enable the Add-On
- Click on the puzzle piece icon and select “Email Notifications for Forms.”
- This will open a script that gives you several options, including enabling notifications, limiting form responses, and troubleshooting.
- Set Up Notification Rules
- Click on “Enable Notifications.” The script will run and prompt you to set up some rules.
- Add a new rule by giving it a name and specifying the email addresses you want to notify. You can add multiple email addresses in the CC (carbon copy) and BCC (blind carbon copy) fields.
- Customize Your Notifications
- The add-on allows you to customize the notification messages sent to recipients. You can set up different rules based on the needs of your form.
- For example, you might have a rule that sends notifications to your entire counseling department if a student fills out a form, ensuring that all counselors are informed, even if one is absent.
Practical Applications
Here are some use-case scenarios where the “Email Notifications for Google Forms” add-on can be particularly useful:
- School Counseling Departments: Notify all counselors when a student fills out a form, ensuring continuity and coverage.
- Registration Forms: Send form responses to multiple recipients, such as the registrar, counselors, and administrative staff, to ensure everyone is informed about new student registrations.
- Event Sign-Ups: Notify event organizers and chaperones when participants sign up, making it easier to coordinate logistics and track attendance.
- Parent Communication: Use the add-on to send customized notifications to parents for permission slips, field trips, or other school activities.
Conclusion
While Google Forms’ default notification settings are limited, using the “Email Notifications for Google Forms” add-on provides a robust solution for customizing and managing notifications. Whether you’re coordinating a school registration process, managing a counseling department, or organizing an event, this tool can help streamline communication and ensure that all relevant parties are informed.