Sunday, March 11, 2018

Google Forms: File Upload

I have many teachers wishing there was a better way to collect files like videos and photos from their students.  The separate emails or share notifications from each student can get frustrating and overwhelming.  There is a really easy way to collect these types of files - or any other file for that matter - and you won't have to search through your email inbox or Shared With Me to find them.  The answer?  Google Forms!

There is a question type in Google Forms called "File Upload" and it will ask the person filling out a form to add a file.  Once they hit submit, this file will be uploaded into a folder in your Google Drive and you have sole ownership over the files.  They are not shared with the person who uploaded them - nor can they access the file once they have uploaded it.  This is simply a way for them to quickly and easily submit a file to you.  Keep in mind that the person submitting the file will be required to log into Google - so only people with Google Accounts will be able to upload files.

If you are not familiar with Google Forms at all - check out my Google Forms 101 post which gives you all the information you need to get started making your own form.  You can always feel free to set up an appointment with me as well to help you get going.  You can read on to see how to start a new form and how to find the "File Upload" question type.

To start a new Google Form, browse to your Google Drive and click "New" --> "More" --> and "Google Forms".

Make sure to give your form a title so it looks nice and you will be able to find it in your drive later.  Then you can change the question type from "Multiple Choice" to "File Upload" by clicking on the little drop down for question type. 

You'll get a warning about how it will make the person responding log into Google in order to access your form.  You can just click on "Continue" when this message comes up. 

Now you will see some options for your file upload.

If you turn on the "Allow only specific file types" option, then it will give you some checkboxes to choose which types to allow. You can also choose how many files a respondent can upload and put a limit on the file size.  If they are uploading pictures and videos - you will want to choose a larger maximum size.  You'll also want to adjust the total file upload limit for the whole form by clicking on that little blue "Change" link you see under the "Maximum file size" (pictured above).  You can then set the total file upload limit in the settings there (pictured below).

When someone goes to fill out the form, they will see a little "Add File" link and all they have to do is click to upload their file and hit submit.  Easy!

To find the files that have been uploaded, click on the "Responses" tab of your Google Form.  You will see all the files listed there and you can click the links to open them one by one.  If you'd like to view the folder that contains all of the files, click on the "View Folder" link.  You'll notice that the name of the person who uploaded the file is included in each file name.  Thanks, Google!

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