Google FormsWhy use them?1. Gather information about your FCCLA members without having to retype the

information into a spreadsheet.2. Gather first of year information about your students to learn about their interests and

parent contact information.3. Create observation questions for your Education & Training Students to complete each

week. (Their entries are date and timed stamped so you can dock them for not completing assignments on time.)

4. Weekly quizzes.

What do they look like?1. The Form/Survey that is completed. 2. Information is stored in Excel format.

How do I set them up?In order to use Google Drive, you have to have a Google account. Once you have your account set up, it’s time to create your first survey.

TIP: Because the information is stored in an Excel file, it’s best to think about the order you want the information to be in when it is saved for you. Think about what you will be doing with the information. If you will be sorting and filtering the information later, make sure you set up the survey questions so that each answer has its own column. For example, you may want to have the following items: First Name, Last Name, Student ID, Grade, Gender, Birth Month, Birth day, cell

phone, e-mail, Home Phone, Street Address, City, State, Zip, mother’s name (first and last), mother’s cell phone, father’s name (first and last), father’s cell, years in FCCLA, Interest in STAR Event?, Interest in FCSAs?, etc. Scan the QR Code for my 2013-14 FCCLA Membership to see the questions I have for my members. Feel free to copy.

Getting Started1. Go to Google.com and sign in.2. In the upper right corner, you will click on the Google Apps icon to select Drive.

3. Click on “New” at the left of the screen and then hover over “More”. Then select “Google Forms”.

4. Title your Form - Click on the word Untitled Form at the top of the page. This box will pop up where you can type in your desired title. Click OK when finished.

5. Selecting your Theme - This is not mandatory but it allows you to make your form a little more interesting.

a. Click on the “Change Theme” tab.b. Scroll through themes on the right and click on the

one you want to use. It will show up in the viewing window on the left.

c. No go back to “Edit Questions” to enter questions.d. When you go back to

edit questions you will no longer see the theme until you “view live form”.

Scroll down here to view the different themes.

6. Entering your questions: Save yourself some time and enter your questions in proper order. You can edit the order on the form but the answers come back in the order you typed them.

FCCLA Affiliation tip: Go to the FCCLA National website to their affiliation page and put your form together in order of the information needed for affiliation. You can copy and paste your information from the spreadsheet of student responses directly to the affiliation form.

a. Question Title: This is your questionb. Help Text: Give them an example of how you want them to answer your question.

Cell phone 2145551234c. Question Type: Use the drop down arrow beside “Question Type” to select the type of

question. If you want to make sure everyone enters their information the same, you may choose to use “Multiple choice or Choose from a list”.

d. To make a question required before submitting, click the box beside “Required Question”.

e. Click “Add Item” to continue entering all your questions.

f. Click “Done” when you have typed your last question.

7. Submitting your Form: a. Confirmation Page: This is at the bottom.b. Click the boxes that apply for your survey.

8. Click “View Live Form” to proof your form before sending it out. This will open a new tab/window. “X” out of that window to return to your original tab where you were building your questions.

You can click on the edit button but you will then stay in that window to make corrections leaving you with two windows open of the same thing.

9. Need Changes?: a. Delete a Question: click

b. Edit a Questions: click

c. Add a Question: Click “Add Item”

10. Looks Good: Click on “Send Form” at the bottom.a. Choose the media you feel most comfortable using.b. I find it easiest to just send the form to my school e-

mail. This allows me to copy the URL so that I can go to a site that allows me to shorten the URL and rename it according to the form title before sharing with my students.

i. https://bitly.com/ ( I use this one the most and you can customize the name)

ii. http://tinyurl.com/ (Can customize name)iii. https://goo.gl/ (Can’t customize the name.)

c. Click on “Send”

11. Sharing with my students/parents:a. E-mail itb. Post it on the boardc. Send it in a remind101 textd. Post it on twittere. Post it on facebookf. Can even take a picture and post it to Instagram g. Created a QR code, to hang in the hall beside classroom for students to scan and complete.

Viewing the Results of the Google Form

1. Just log in to Google Docs. 2. Scroll down to the responses that you are looking

for and double click for it to open. (“responses” will be in parenthesis beside the form title.)

3. An Excel looking format will open up like the sample below. This will allow you to manipulate the information as if you were in MS Excel.CAUTION: THIS IS YOUR ORIGINAL COLLECTION OF DATA! IF YOU CHANGE IT HERE, YOU CAN’T GET IT BACK TO THE ORIGINAL. DOWNLOAD IT TO MS Excel!

4. Download to Excel:a. Fileb. Download asc. Microsoft Exceld. The data will open up in a new MS

Excel Worksheet.

Excel Formulas and Manipulation TipsFreezing Rows and Columns – No matter how far you scroll down or over, you can still see your column headers or data to the far left.

1. Select the cell where you want everything to its left and above to freeze. 2. Click “View” tab at the top.3. Click “Freeze Panes”4. Select the first one “Freeze Panes.5. You’ll see a slightly darker line appear down

the sheet to the left and all the way across above the cell you selected.

6. Now when you scroll, you can see the names or the headers without having to scroll back and forth

Repeating Rows and Columns when printing multiple pages

a. Go to Page Layout tab at the top.b. Click the tiny arrow at the bottom

right corner of the tab.i. Click on the icon to the right

of the text box. This will minimize the Page Setup window and maximize your spreadsheet.

ii. Click and drag the rows that you want to repeat.

iii. Click on the icon again.iv. OK

c. Columns to repeat – do the same thing as for repeating rows.

Auto Sizing Columns and Rows

1. To change all at one time, click on the light blue cell in the top left corner with the tiny arrow that doesn’t have a number or letter. This will select the entire spreadsheet in one click.

2. Move your cursor over one of the vertical lines along the top where the letters are and double click. You should see a plus sign with arrow on the horizontal line of the plus sign. Everything should have auto fit based on the cells contents. This can be done to change the height of the rows as well.

3. To make them all a particular size, instead of double clicking, click and drag until you get the cell as wide or deep as you want. When you let go, all the cells will match that particular cell size.

Names are not typed properly. Some of them are all caps, some are all lowercase.

1. Inserting a Column to the right of the column that needs to be fixed.a. Rt. Click on the Column Letter and select Insert Columnb. A column will appear to the right of the column that you selected. c. Use this column to apply the formula you want to use.

*TIP: Do the same steps for inserting rows but rt click on the number on the left of a row and select Insert Row Above or Below, whichever you need.

2. Type the formula in the first available blank at the top.a. FORMULA - =proper(cell) enter

b. *Repeating a function* To make it repeat the function all the way down the entire column, move the cursor to the bottom right corner of the cell with the formula and double click. As long as there are no blanks in the left column, the formula will be copied in the cells that follow until it comes to a blank to the left or in the same column.

c. While the column is highlighted in blue, Copy the column by using Ctrl+C.

*Selecting without scrolling* Select your starting point. Use CTRL+Shift+Arrow (the direction you want to go). It will highlight all the way down or across until it comes to a blank. You can select all the way across then down to select everything that has data in the cells.

d. Select the first name in the original column that needs to be changed.

e. Rt. Click and select Paste Specialf. Choose “Paste Values” It will be a

clipboard with “1,2,3” on it. This pastes only the values that came up with the formula. If you just click paste in the column you are trying to change, you will get an error.

Filtering – With filters turned on, you can look up specific information within a selected column.

I use this with my FCCLA Membership Information. Here is an example of what my spreadsheet looks like. I’ve hidden the columns that are student specific.

Turning on Filters:

1. Click on one of the header row titles.2. Go to “Data” Tab, “Filter” Icon (Filter

Icon is a toggle key.) 3. Little arrows will appear at the top of

each column.

Choosing what you want to filter. Example: Let’s choose all the Seniors.

1. Click the Arrow in the corner of the “Grade” column.2. Click on “Select All” to deselect everything.3. Click just “12”4. OK5. Only the seniors will be showing.

Let’s count them.

1. Select the first cell at the top with the 12 in it.2. Ctrl+Shift+arrow down to highlight all the 12’s. 3. Look at the bar at the bottom of the spreadsheet.

(See Circle)4. There are 35 seniors in this list.

5. If it doesn’t show count, just right click there on that bar and select “count”.

Use filtering for

Affiliation Count for Gender, Race/Ethnicity, Programs, Grade, etc. T-shirt Orders – Filter for sizes to know how many to order. Once I find out who all is going to actually to STAR events and FCSAs, I

insert columns for each and I place an X or 1 (which ever I fell like doing) beside each member that is interested. I can then go in and filter for just them, copy those members and paste them into a new spreadsheet of competitors.

who has turned in Drug Testing Permission Forms who has turned in field trip permission forms meeting attendance dues paid graduation cords earned letter jackets earned many more uses

Sorting – Basically A to Z, Z to A, High to Low, Low to High

Tip: Make sure you have everything selected so that the entire sheet is sorted. If you have just a small section highlighted and you sort, you will mix up information.

Combine two cells into one. Ex.: You want first names and last names combined together to look like: Abshire, Katie

1. Insert a Column to the right of the first column that needs to be combined so that you have a blank between the two that you want to combine. (you can actually insert a blank anywhere you want to and use it as your formula column. Delete the column when you no longer need it.

2. Type the formula in the first available blank at the top.Formula: =concatenate(cell,”,space”,cell)Enter look like this: =concatenate(C2,”, “B2)

Note: Where “space” is written, you actually just hit the space bar there.

3. Dbl Click bottom right corner to apply the formula all the way down.

4. Copy and Paste Special in the same column where you placed the formula or insert a new column before you paste.

Separate Names into two cells.

From “Abshire, Katie” to Katie in one cell and Abshire in the next cell

1. Insert enough columns to handle each word in the cell you want to separate.

2. Select the first cell that you want to separate. 3. Select “Data” in the tabs at the top.4. Highlight the cells you want to split.

Shortcut: selecting and entire column without scrolling.

a. the first cellb. Simultaneously hold “ctrl” & “Shift”’c. Hit the Arrow Down button.

5. Click on “Text to Columns”

6. A wizard box will pop up and walk you through 3 steps. Here’s what I usually do. If it doesn’t work, I go back and keep playing with it until I get it the say I want it.

a. Keep “Delimited” checked

b. “Next”

c. Since your cell has spaces and commas, select the boxes for each of these. You will see the names start to separate in the box at the bottom.

d. “Next”

e. “Finish”

f. When asked to replace the contents of the destination cells, just click “OK”.

g. The names will now be separated into individual cells.

Simple Mathematic Formulas

Below is an example of my club cash flow. It’s set up like a checkbook register. Formulas are set up so that the account balance changes with every deposit/payment.

1. Notice the formula in the circle.

2. =G2-32+E3

3. You are telling it to subtract the payment cell and add the deposit cell to the balance in the cell above the cell that you have selected.

4. Grab the bottom right corner and drag down as far as you think you will need. You can always drag it farther as you progress.

Gridlines vs Borders (Hard Lines)

1. Gridlines are softer and lighter in color. To make them appear when printing:

a. Click on the Page Layout Tabb. Select “Print” box under gridlines.

2. Borders (Hard Lines) – People tend to put these in when they didn’t know how to make the gridlines show up when printing.

a. Underline a series of cells in a row. A header for example.b. Go to the “Home” tab at the top.c. Choose the type of line you want.

3. Dark Border around a certain section.a. Highlight the area you want to have a

large box around.b. “Home”, Border Icon, Outline Border or

Thick Box Border.

Print Preview – Love this for making everything look just right before I print.

If you do not have this icon in the top left corner of your screen, it is easy to add. a. Click on the arrow down icon in the icon bar in the top left corner.b. Select the Print Preview Icon and it will appear in the icon bar.

In the Print Preview screen, you can adjust margins, make columns &/or rows repeat on each page, create headers and footers and even make a large sheet fit into one sheet.

1. Print Preview2. Page Set Up (smaller window will open)3. Notice the tabs at the top of the smaller window.4. PAGE Tab

a. Orientation (portrait or landscape)b. Scale – This is where you can change the

size of the printed sheet to whatever percentage you want. You can even tell it to make it all fit to one page.

5. MARGINSa. Make your data centered on your paper both horizontally

and vertically or just one or the other.b. Adjusting your margins – I don’t use this tab.

i. Cancel out of page setup

ii. Click on “Show Margin” Icon in the bottom right hand corner.

iii. You will see all the margin lines will appear and you can click and drag them to where you want them.

6. HEADER/FOOTER

a. Select Custom Headerb. Depending on where you want the

header to appear, choose the correct text box.

c. Type what you want.d. Highlight your text and click “A” to

change the font.e. OKf. OK

7. SHEET – Rows to repeat, Columns to repeat & print gridlines

a. Rows to repeat at top

i. Click on the icon to the right of the text box. This will minimize the Page Setup window and maximize your spreadsheet.

ii. Click and drag the rows that you want to repeat.

iii. Click on the icon again.iv. OK

b. Columns to repeat – do the same thing as for repeating rows.

c. Gridlines – check the mark there if you want them.

Repeating a Function = F4

This will copy the formatting you have done.

1. Highlight what you like

2. Click on the paintbrush

3. Click on what you want to change to look like what you like.

4. If you have several places you want to change, double click the paintbrush then click on each work or cell that you want to change.

5. To turn it off, just click one time on the paintbrush.

Print Screen vs Alt Print Screen

1. Print Screen will show everything you see on your screen.2. Alt Print Screen will only copy the active window on top.

Prnt Scrn Button Alt+Prnt Scrn Button

All the keystrokes in this box are toggle strokes.

Bold= Ctrl+B Underline= Ctrl+U Italicize=Ctrl+I

Windows Button + D will minimize all the windows you have open at one time. Do the same key stroke again and it opens all the windows back up.

Copy=Ctrl+C Paste=Ctrl+V Print=Ctrl+P

Cut =Ctrl+X (This will copy then remove the item you copy after you paste it.)

QR Code Builder Bitfly (URL Shortener)

Tamara Taylor

McKinney Boyd High SchoolFamily & Consumer Science TeacherAdvisor - Family, Career & Community Leaders of Americattaylor@mckinneyisd.net