Forms
Share & responses
One Share dialog does everything: send the form, work on it with other people, and choose who may answer. Then read the answers in Responses and Analytics.
Send the form
Publish the form, then open Share → Send:
- Link and QR code: copy, or download the QR for posters and slides.
- Email, WhatsApp, Telegram, X, LinkedIn, Facebook.
- Embed on a website: copy the
<iframe>code into your site. Only the form itself can be embedded; your Forms account can't. - Pre-filled link: pick answers in advance (for example a separate link per branch or event with the city already filled in). People can still change them.
Screenshot coming soon
screens/forms-share.png
Share → Send.
- 1Form link: anyone with this link can respond.
- 2Copy: copies the link.
- 3Collaborate: invite people to edit the form with you.
- 4Who can respond: anyone with the link, only people in your organisation, or only people you invite.
Who can respond
| Option | Who can fill it |
|---|---|
| Anyone with the link | Everyone, no sign-in. |
| Only people in my organisation | People signed in with a mailbox of your organisation. Their email is recorded. |
| Only people I invite | Only the email addresses in your list (they sign in with that address). |
If your organisation's admin has limited public links (Sharing policy), the looser options are greyed out.
Work on it together
Share → Collaborate (owner only):
- Add people: type one or many emails (comma separated) and pick a role. People outside your organisation are allowed if your organisation's policy allows it; they're marked External.
- Everyone in your organisation: one switch gives every mailbox of your organisation access as viewer, commenter or editor. The form then appears under Shared with me on their Forms home, no invites needed.
- Change a person's role, Resend an invite, Remove someone, or Make owner (hand the form over; you stay as editor). Ownership can only go to someone who has opened the form once.
| Role | Can do |
|---|---|
| Owner | Everything: settings, sharing, exports, delete responses, delete the form. |
| Editor | Edit questions, design and images; read responses and analytics. |
| Commenter / Viewer | Read the form, its responses and analytics. |
Responses & analytics
- Responses: a table (20 per page), or one person at a time with Individual. Times show in your own time zone.
- Analytics: counts every response, not a sample: bars for each option (in the form's order), averages for ratings and scales, the latest written answers, and a quiz-score chart. Use From / To to look at a date range.
- Export (owner): CSV, Excel or PDF, plus Download Files for uploads. CSV opens correctly in Excel with Indian-language text, and cells can't run as spreadsheet formulas.
Private filesFiles uploaded to a form open only for you, your collaborators, or through the private link inside your export.
Screenshot coming soon
screens/forms-responses.png
Responses.
- 1Table: every response as a row.
- 2Individual: one response at a time.
- 3Summary: charts for each question.
- 4Export: download the responses.
Troubleshooting
| Problem | Cause | Fix |
|---|---|---|
| “… is outside your organisation” when inviting | Your organisation only allows certain outside domains, or none. | Ask your admin to change Sharing policy, or invite someone inside the organisation. |
| A colleague can't open a form shared with the organisation | They're signed in with a different account. | Sign in with the organisation mailbox (use Switch account). |
| “You can't fill this form” | It's limited to the organisation or to invited people. | Sign in with the right account, or ask the owner to add your email. |
| People can't open the link | Not published, or closed. | Publish it and check dates and limits in Settings. |
| No Export button | Only the owner exports. | Ask the owner, or ask to be made owner. |
What's next?