In this article, you will see one workaround for how to print filled Google Forms by using Microsoft Excel and Microsoft Word as helpers.

Let us say that you have created a Google Form, published it and started to collect responses. If you choose  “New spreadsheet” as response destination, then you should know that a separate Google spreadsheet will be created, where all of the submitted answers will be stored. Each field of the form is represented as column in the spreadsheet, and each row of the spreadsheet corresponds to a different person who submitted their answers.

Although paperless working is much more convenient, there will be situations when you need to print collected answers in the same format, as they would be filled out on a paper. Reasons for doing this could be various, such as keeping hardcopy archive of official documents. On other hand, having a form with a lot of fields means having a spreadsheet with a lot of columns.

Steps for printing responses submitted through Google Form

The procedure consist of 3 main steps:

1. Preparation:

– Download the Google Spreadsheet with responses in xlsx format.

– Using Microsoft Word, design the outlook of the Google Form as offline version.

2. Using the Mail Merge Wizard in Microsoft Word, connect the data fields from the Excel file to the corresponding fields in the previously designed form in Word (step 1).

3. Finish the merge, review and print the results.

Tip: Before you begin, it is recommended to create a dedicated folder on your computer where you will save all working data regarding this issue.

 

 

 

When you are done with steps 1, start the mail merge wizard:

Open the Word document where you have designed the form. If you are using Word 2007, 2010 or 2013, then go to “MAILINGS” tab and click Start Mail Merge > Step-by-Step Mail Merge Wizard.

step by step mail merge

For “Type of document” choose Directory:

mail merge directory

In the next step “Select starting document”, choose “Use the current document”.

mail merge current document

The next step requires you to select recipients. Choose the option “Use an existing list”, then click Browse and find the previously downloaded xlsx file:

mail merge existing list

After you have selected the excel file, on the Select Table window press OK, and then on Mail Merge Recipients window and click once again OK.

Now comes the most important part. You will need to match each source data field from the Excel table with the corresponding fields in the form.

Following the sample form I created in Word for explanation purposes, it will go like this:

Place the mouse cursor in the “Student name and surname” field and then from the “Insert Merge Field” choose the first option “Student_name_and_surname

mail merge insert fields

Complete this procedure until the last field in the form.

At the end, it should look like this:

Finish Merge Edit

Next, click on “Finish & Merge” and select “Edit Individual Documents” or simply the keyboard shortcut Alt+Shift+N (merge to new document).

Tip: in order to prevent overlapping of the data entries, i.e. each new entry to begin on a new page, it is recommended that you insert Page Break at the end of the form template.

 

What Microsoft Word actually does is that it puts a kind of variable into each field of the form and then it starts fetching entries from the Excel file (file with people’s responses) and creates separate files in a row ready for printing. Do the necessary adjustments if needed.

Although this is a manual method, it is very helpful in situations when there is no process-automation with scripts. So, next step that will worth trying is automating all steps using specialized script.