This article will show you how to integrate Google Forms and Gmail so that whenever a new user responds to your Google Form, you can automatically send emails to multiple email addresses.
This automation requires a one-time setup, for which we will use Pabbly Connect.
Initially, we’ll establish a connection between Google Forms and Pabbly Connect to collect new form submissions. Next, we’ll establish a connection between Pabbly Connect and Gmail to send emails to multiple email addresses.
Steps to Automatically Send Google Forms Responses to Multiple Email Addresses
1. Sign In / Sign Up to Pabbly Connect and Create a Workflow
2. Setup Google Forms as the Trigger App to Gather Responses
3. Setup Gmail as the Action App to Send Emails
Step 1:- Sign In / Sign Up to Pabbly Connect and Create a Workflow
A. Sign In / Sign Up
To begin this process, visit Pabbly Connect and create your account by clicking on the ‘Sign Up Free’ button. You can also click on Sign In if you already have an account.
Click on the Pabbly Connect ‘Access Now’ button
B. Create Workflow
To create a new workflow, click the ‘Create Workflow’ button.
Name your workflow, and click on ‘Create’.
Step 2:- Setup Google Forms as the Trigger App to Gather Responses
We will now outline the process of connecting Google Forms with Pabbly Connect, which will enable us to retrieve responses from Google Forms.
A. Trigger App
Trigger enables us to select the application from which Pabbly Connect will retrieve the data. In this instance, it would be Google Forms.
Choose ‘Google Forms’ as the Trigger App and select ‘New Response Received’ as a Trigger Event.
B. Webhook URL
You will be given a new Webhook URL which can be used to connect your Google Forms account. Copy the Webhook URL.
Once you have copied the Webhook URL, Pabbly Connect will immediately begin searching for Google Forms responses, which is indicated by the rotating Waiting For Webhook Response button.
C. Connect Google Forms Account
To establish a connection with your Google Forms account, navigate to the specific form whose response you wish to capture and submit a dummy response.
Then click on the 3 dots and ‘Select response destination’.
Select ‘Create a new spreadsheet’ and click on ‘Create’.
Click the green “View in Sheets” icon, which will redirect you to a new spreadsheet where your response and all other Google Forms responses will be recorded. This sheet will serve as a repository for Pabbly Connect to capture the data.
Click on Extensions > Add-ons > Get add-ons, and search for ‘Pabbly Connect Webhook’.
Install the Pabbly Connect Webhook extension.
After installing the add-on, again click on Extension > Pabbly Connect Webhooks > Initial Setup.
Paste the previously copied Webhook URL into its designated field. In the Trigger Column, specify the name of the last column where the data can be found. Afterward, click on the ‘Send Test’ button.
Once the data has been sent successfully, you may proceed to click on the ‘Submit’ button.
At last, click on Extension > Pabbly Connect Webhooks > ‘Send On Event’ – This will ensure that your Google Forms responses will automatically be captured by Pabbly Connect.
Switch back to Pabbly Connect, expand Response Received, where the respondent details must be visible, thus confirming our established connection.
Step 3:- Setup Gmail as the Action App to Send Emails
Action allows us to choose the application that will get executed by the workflow trigger.
Our main goal is to send emails to multiple addresses whenever someone responds to your Google Form. To achieve this, we will be using Gmail as our Action App.
A. Action App
Choose ‘Gmail’ as the Action App, select ‘Send Email’ as an Action Event, and click on ‘Connect’.
B. Connect Gmail Account
To link your Gmail account, choose ‘Add New Connection’ and then click on ‘Connect With Gmail’. Additionally, grant authorization as this account will be used to send emails.
Enter the email addresses of the intended recipients to whom you wish to send the email.
Enter the Subject of your email.
C. Map the Necessary Fields
Once you have successfully linked your Gmail account, the only remaining task is to map the respondent details from the previous step. Mapping ensures that the data we receive is dynamic and adapts to the responses received.
Map the Email Content from the step above, and click on ‘Save & Send Test Request’.
The moment you click on Save & Send Test Request, an email containing the respondent details will be sent to multiple email addresses.
We have finished our automation process and have effectively integrated Google Forms with Gmail. From now on, every time someone responds to your Google Forms, an email containing the respondent’s information will be sent to multiple email addresses.
You can copy this entire workflow by clicking this link.
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