How to Send Google Forms Responses to Email Address (2023)
In this article, we will cover how to send a copy of Google Forms responses directly to your email.
Step 1: Collect Google Form Submissions in a Google Sheet
Google Forms offers a built-in feature for this task. Follow these steps:
In the "Responses" tab, select "Summary."
In the top right corner, click "More," then "Select destination for responses."
Select "Create a new spreadsheet."
This will create a new Google Sheet that will populate with new Google Form responses. Copy the URL.
Step 2: Connect Google Sheet to Lido to Send Emails
Google Sheets does not have native email notification functionality so we will use our free software Lido to send emails. You can create a free account at: www.lido.app/go/signup
Create a new file in Lido. Click Connect Data, then select Google Sheets. Paste in the URL of the Google Sheet from Step 1 with your Form submissions. You will be prompted to login to a Google account that has access to the Google Sheet.
In this data browser screen, select which columns to import to Lido. Each column should correspond to a Google Form question. You should select all of the columns that you wish to include in your emails.
Click Add Data. This will create a table in Lido of your Google Form submissions.
Step 3: Create Custom Email Response Templates
Now, let's establish a template for the email that will land in your inbox every time a new response is submitted.
Create a new worksheet. Write your email subject and body templates, referencing different tables as columns using [@Column] format.
Step 4: Connect Email Templates to Form Response Data
Now we need to link our newly created templates to our form submissions. Go back to your table and create a new computed column for “Email subject”.
In the second row of the new column (cell E2 in our example), enter the formula:
Make sure to replace this with the actual cell location of your email notification subject from the previous step.
Create another computed column and do the same thing for email body:
You should now have a table that looks like this. Notice how the variables referenced with [@Column] are now replaced with the actual values from the form response for that row.
Step 5: Add SENDGMAIL Formula to Send Emails
We will use Lido’s SENDGMAIL formula to send our emails. The formula is:
Since your data might look different than our example, it’s important to replace the cell references in the example properly. Here is what each cell maps to in the formula:
E2: the location of your subject column
F2: the location of your body column
H2: the location of an empty cell to the immediate right of this new computed column
To send a copy of the form responses to an email address that is part of the form submission (like the form submitter), then in the second argument instead of “email@example.com” you can reference the cell location for the email address (e.g. C2).
To send to multiple recipients, you can use ARRAY(“firstname.lastname@example.org”, “email@example.com”, “firstname.lastname@example.org”) in the second argument of the formula. If one of those recipients should be a cell reference, you can include it with ARRAY(“email@example.com”, C2, “firstname.lastname@example.org”)
This creates a column of SENDGMAIL Action formulas. Action formulas only run when they are triggered either manually or via an automation. To manually trigger an action, right click on the formula and select Run action. Heads up that this will actually send an email!
You must login to the sender email address the first time you run SENDGMAIL. Make sure that it is a Google mail account, and that you log into the same email address that you’ve entered in the formula.
After the email successfully sends, you will see a “success” message flash in the cell. The cell you selected as the status cell will also now say “success”.
Step 6: Customize Email Trigger Logic
We need to add some logic to ensure that only one email is sent per form submission.
Add a Linked Column to your table to keep track of email sent status. You will be prompted to choose an ID column. We recommend Timestamp, since it will almost always be unique. If you did not connect the timestamp column, you can click Edit data and go back to the data browser to add it or pick another column like email.
The location of your status column must be the same as the location specified in the status_cell for your SENDGMAIL formula. In this example, it is column H. If they are not the same, then update the SENDGMAIL formula to account for this.
Now we need to add an IF statement to our SENDGMAIL formula so that it only displays if an email notification has not already been sent.
As you can see, the SENDGMAIL formula now only displays if an email has not already been successfully sent.
Step 7: Automate Sending Emails
Now we need to automate triggering all of the SENDGMAIL formulas in the column. Click on the column header and select Run column on a schedule.
This will open the automation panel. Select how frequently you want to check for updates. On each automation interval, Lido will pull in your latest form submissions and send notifications. In this example we will select 15 minutes.
Click Save. Then you are all set!
The automation starts running immediately, and you will get emails for each new Google Form response.
We hope you are now able to send your google forms responses to your email address by following the steps above!