Receive Google Forms responses by email

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Google Forms allows you to get email notifications each time a user submits their answers. The built-in notification only tells you that there’s a new response, doesn’t have any other useful information in it, and you still need to open the form to see the actual form response. You may be wondering: Is there a way to receive all those information directly in your email?

In this tutorial, we will address all those gaps and improve this built-in feature up to another level.

📊 This feature is available in our Mergo add-on for Sheets.

Prerequisite: Before you begin with this tutorial, please make sure that you have an existing campaign sheet (Form Response Sheet) that’s actively linked to a Google Sheets Forms.

A. Set up Google Forms

1. Open the relevant Google Forms.

2. Click Settings > check Collect emails > click Save:

Google Forms - enable Collect emails settings

🛈Info: Enabling Collect emails automatically saves your form respondent’s email address in your Form Response Sheet (campaign sheet).

3. Click the Responses tab > Create Spreadsheet > Create.

The linked Form Response Sheet will open:

Create a Response Sheet

4.Go back to your Form and make sure that email notification is disabled. To do this, click More actions > then uncheck Get email notifications for new responses:

B. Set up Gmail

1. Click the Compose button in Gmail.

Gmail Compose button

2. Enter the subject & content of your draft.

Add relevant {{merge tags}} to personalize your email.

We used 4 merge tags in our draft - including {{Name}} in our Subject field:

Gmail draft

The draft that we’ll be using in this demo.

Remember: The subject of our email is Upskilling Workshop for {{Name}}. We will reference this draft later.

C. Set up your campaign sheet

We’ll just add a column that will automatically insert your email address for each form entry added.

1. Go back to your campaign sheet (the Form Response Sheet we created in Step A3 earlier).

2. Add this formula next to the last Form field (header) - column F in our example:

= {"Send to My Email"; ARRAYFORMULA(IF(ISBLANK(A2:A), "", ""))}

This formula inserts your email address on column F if the cells under column A are not blank (with form entries received from Google Forms). This also adds a header labeled "Send to My Email":

Sheets formula to insert your email for each entry.

Remember: Replace the email address & header label with your own when trying this setup.

D. Set up Mergo

1. Click the Mergo app > Mail Merge:

Mail Merge menu

2. Update the Mail Merge page with the correct settings. Click here to learn how.

You can see below that the:

  • Gmail draft field is linked to the correct draft (Upskilling Workshop for {{Name}})

  • Email Column references column F (Send to my Email) in our campaign Sheet

Mail Merge settings: Draft & Email sources

3. By default, Mergo will automatically enable the On Form Submit feature on Google Sheets that are actively linked to Google Forms.

So when you open your Mail Merge page, you should see a prompt saying: An email is sent when a response is submitted to the form:

On Form Submit prompt - An email is sent when a response is submitted to the form

E. Test the Workflow

Now that we’ve successfully configured everything, it’s now time to test our Detailed Notification setup.

a) Submit an entry on your Google Forms:

Filled out Google Forms

b) Google sheets automatically update after submitting the form entry:

Auto-populated Google Sheets with new form entry

c) And immediately, the form submission is sent to our email - complete with details!

Email complete with form details