How to Duplicate a Google Form: A Comprehensive Guide (2024)

Google Forms is a versatile tool for creating surveys, quizzes, event registrations, and more. Its ease of use and integration with other Google Workspace applications makes it a favorite for many. However, sometimes you need to create a new form that’s very similar to an existing one. Instead of rebuilding the entire form from scratch, you can simply duplicate (copy) it. This article provides a comprehensive, step-by-step guide on how to copy a Google Form, covering various scenarios and troubleshooting tips.

Why Duplicate a Google Form?

Before diving into the how-to, let’s understand why duplicating a form is beneficial:

* **Save Time:** Duplicating saves considerable time and effort compared to recreating a form from scratch. This is especially useful for forms with many questions, complex formatting, or intricate logic.
* **Maintain Consistency:** Copying ensures consistency across multiple forms, particularly when dealing with similar events or collecting similar data from different groups.
* **Test Variations:** Duplicating allows you to create slightly modified versions of a form to test different questions, wording, or design elements to see which performs better.
* **Templates for Reuse:** Create a master form template with commonly used questions and sections, then duplicate it whenever you need a new form for a specific purpose.
* **Backup:** While Google Forms automatically saves your work, creating a duplicate can serve as an extra backup, safeguarding against accidental deletions or modifications.

Methods to Duplicate a Google Form

There are primarily two methods to duplicate a Google Form:

1. **Using the ‘Make a copy’ Option:** This is the simplest and most direct method.
2. **Using ‘Move to Folder’ to create a copy (Indirect Method):** Useful when also reorganizing your drive.

Let’s explore each method in detail:

Method 1: Using the ‘Make a copy’ Option (Direct Method)

This is the most straightforward and recommended approach for duplicating Google Forms.

**Step-by-Step Instructions:**

1. **Open the Google Form:** Access the Google Form you want to duplicate. You can do this by:
* Going to Google Drive ([drive.google.com](drive.google.com)) and locating the form.
* Opening the form directly from a link if you have it.
* Accessing it through Google Forms ([forms.google.com](forms.google.com)).

2. **Locate the ‘More’ Menu (Three Vertical Dots):** In the top right corner of the Google Form interface, you’ll see three vertical dots. This is the ‘More’ menu.

3. **Click on ‘Make a copy’:** Click on the ‘More’ menu. A dropdown menu will appear. Select the ‘Make a copy’ option from the menu.

4. **Name the Copy:** A dialog box will appear prompting you to name the copied form. Give the new form a descriptive name that distinguishes it from the original. For example, if the original form is “Event Registration Form,” you might name the copy “Event Registration Form – Version 2” or “Event Registration Form – [New Event Name]”.

5. **Choose a Location (Optional):** Within the ‘Make a copy’ dialog box, you’ll typically see a folder icon. Clicking this allows you to choose the Google Drive folder where you want to save the copied form. If you don’t specify a folder, it will be saved in your main ‘My Drive’ directory.

6. **Share it with the Same People (Checkbox Option):** In the “Make a copy” dialog box, you will often see a checkbox that says “Share it with the same people”. If checked, the duplicated form will inherit all the collaborators (editors) of the original form. If you want to start fresh with new editors, or no editors, then make sure this box is un-checked.

7. **Click ‘OK’:** After naming the copy and choosing a location (optional), click the ‘OK’ button. Google Forms will create a duplicate of the form and open it in a new tab.

8. **Verify the Copy:** Confirm that the new form is indeed a copy of the original. Check the title, questions, settings, and any other customizations.

**Important Considerations for the ‘Make a copy’ Method:**

* **Ownership:** The person who creates the copy becomes the owner of the new form. The original owner’s access and control remain unchanged.
* **Responses:** The copied form will *not* include the responses from the original form. It starts as a completely new, blank form. If you need to copy the responses, you’ll need to export them from the original form (typically to a Google Sheet) and import them into the new form’s associated spreadsheet (if needed).
* **Linked Spreadsheet:** If the original form is linked to a Google Sheet to collect responses, the copied form will *not* automatically be linked to the same sheet. You’ll need to create a new linked sheet (or link it to an existing one) for the copied form.
* **Add-ons:** The new form will not automatically inherit add-ons. You’ll need to re-install and configure any add-ons you want to use with the copied form. This can be done through the “More” menu, and then selecting “Add-ons”.
* **Notifications:** Notifications settings are not automatically copied. Check these settings in the copied form and enable if desired. These are under the “Responses” tab, then “Settings” (three dots), then “Get email notifications for new responses”.

Method 2: Using ‘Move to Folder’ to create a copy (Indirect Method)

This method is slightly more complex, but it can be useful when you also want to reorganize your Google Drive.

**Step-by-Step Instructions:**

1. **Locate the Google Form in Google Drive:** Navigate to Google Drive ([drive.google.com](drive.google.com)) and find the form you want to copy. You can search for it by name if you have many files.

2. **Right-Click on the Form:** Right-click on the form’s file icon in Google Drive.

3. **Select ‘Make a copy’**: From the context menu that appears, select ‘Make a copy’. This is very similar to Method 1, except you’re initiating the copy from within Google Drive, not the Google Form itself.

4. **A Copy is Created in the Same Location:** A copy of the form will be created in the *same folder* as the original, named something like “Copy of [Original Form Name]”.

5. **Rename the Copy:** Right-click on the copied form and select ‘Rename’. Give it a meaningful name. This step is crucial, as having multiple files named “Copy of…” can be confusing.

6. **Move the Copy (Optional):** If you want to move the copy to a different folder, right-click on it again and select ‘Move to’. Then, choose the desired folder. You can also drag and drop the copy to a different folder.

7. **Open and Verify the Copy:** Double-click the copied form to open it. Verify that it’s a complete copy of the original and that it functions as expected.

**Advantages of this Method:**

* **Drive Organization:** This method is combined directly with your folder organization operations in Google Drive. It can be helpful if you need to both copy and reorganize forms simultaneously.

**Disadvantages of this Method:**

* **Multiple Steps:** It requires more steps than the direct ‘Make a copy’ option from within the form itself.
* **Initial Location:** The copy is always created in the same folder as the original, so you must then move it if desired. This is an extra step if you knew from the start where you wanted the copy to be.

Important Considerations After Duplicating a Google Form

After successfully duplicating your Google Form, there are several critical steps to take to ensure the copied form functions correctly and meets your specific needs:

1. **Update the Form Title and Description:** Always change the title and description of the copied form to reflect its new purpose. This helps avoid confusion and ensures respondents understand the context of the form.

2. **Review and Modify Questions:** Carefully review all the questions in the copied form. Update any questions that need to be changed, added, or removed to align with the new form’s objective. Pay close attention to:
* **Dates and Times:** If the form is for an event, update the dates and times.
* **Specific Details:** Modify any details that are specific to the original form, such as names, locations, or product information.
* **Logic and Branching:** If the form uses conditional logic (e.g., questions that appear based on previous answers), review and adjust the logic as needed.

3. **Adjust Response Settings:**
* **Destination Spreadsheet:** As mentioned earlier, the copied form will not automatically be linked to the same Google Sheet as the original. Go to the ‘Responses’ tab and click the Google Sheets icon. You will be prompted to create a new spreadsheet or select an existing one. If you choose to create a new one, give it a descriptive name.
* **Accepting Responses:** Ensure that the form is set to ‘Accepting responses’. If you’re not ready to collect data yet, turn off this setting.
* **Response Collection Settings:** Review the ‘Settings’ section under the ‘Responses’ tab. Here, you can configure options such as:
* Collecting email addresses (if required).
* Limiting responses to one per person.
* Allowing respondents to edit their responses after submission.
* Showing a progress bar.
* Shuffling question order.

4. **Customize the Theme and Appearance:** To visually distinguish the copied form from the original, consider changing the theme, header image, and colors. This helps respondents easily identify the specific form they are interacting with.

5. **Check Sharing Permissions:** Review the sharing settings to ensure that only authorized individuals have access to edit the form. If the previous form had restricted sharing, the copy will also. If you intend to get responses from the general public, verify that the sharing is set to allow that.

6. **Test the Form Thoroughly:** Before distributing the copied form, thoroughly test it yourself to ensure that all questions are working correctly, the logic is functioning as expected, and the responses are being collected in the correct spreadsheet. Fill out the form with test data and verify that the data appears correctly in the linked sheet. Check all conditional logic, especially branching question paths.

7. **Set up Notifications:** If you want to receive email notifications when new responses are submitted, go to the ‘Responses’ tab, click the three vertical dots (More options), and select ‘Get email notifications for new responses’.

8. **Re-add Add-ons (if needed):** As previously noted, add-ons are not automatically copied. Reinstall and configure any add-ons you require.

9. **Shorten the URL:** For ease of sharing, after the copy is complete and the form is finalized, use the “Send” button, and choose the “Link” tab. Then select “Shorten URL”. This makes for cleaner sharing through email or text message.

Troubleshooting Common Issues

While duplicating Google Forms is generally straightforward, you might encounter some issues. Here’s how to troubleshoot common problems:

* **’Make a copy’ Option is Missing:**
* **You Don’t Have Edit Access:** If you don’t have edit access to the original form, you won’t be able to make a copy. Ask the form owner to grant you edit permissions.
* **The Form is Locked:** The owner might have locked the form to prevent modifications. Contact the owner to unlock it or grant you permission to make a copy.

* **Copied Form is Not Saving:**
* **Internet Connection:** Check your internet connection. A weak or unstable connection can prevent the copied form from saving properly.
* **Browser Issues:** Try clearing your browser’s cache and cookies or using a different browser.
* **Google Account Issues:** Sign out of your Google account and sign back in.

* **Copied Form Looks Different:**
* **Theme and Settings:** Double-check the theme, font, and other formatting settings in the copied form. They might not have been copied perfectly.
* **Add-ons:** If the original form relied on add-ons for specific formatting or functionality, make sure those add-ons are installed and configured in the copied form.

* **Responses Not Being Collected:**
* **Form Not Accepting Responses:** Ensure that the ‘Accepting responses’ setting is turned on.
* **Incorrect Destination Spreadsheet:** Verify that the copied form is linked to the correct Google Sheet. If not, create a new linked sheet or link it to an existing one.
* **Response Validation:** Check if any response validation rules are preventing submissions.

* **Collaboration/Permissions Issues:**
* **Ensure collaborators have the correct access**: Even if the box is checked to share with the same people, verify that they actually have access to the copied form.

Best Practices for Managing Google Forms Copies

To keep your Google Forms organized and efficient, follow these best practices:

* **Use Descriptive Naming Conventions:** Adopt a consistent naming convention for your forms and their copies. This makes it easier to identify and manage them in Google Drive.
* **Organize Forms into Folders:** Create a logical folder structure in Google Drive to categorize your forms. This helps you quickly locate the forms you need.
* **Document Form Versions:** If you’re creating multiple versions of a form, maintain a document that tracks the changes made in each version. This helps you understand the evolution of the form and revert to previous versions if necessary.
* **Regularly Review and Update Forms:** Periodically review your forms to ensure they are still relevant and accurate. Update them as needed to reflect changes in your data collection needs.
* **Delete Unnecessary Copies:** Once you no longer need a copy of a form, delete it to avoid cluttering your Google Drive.

Conclusion

Duplicating Google Forms is a valuable skill that saves time and ensures consistency. By following the steps outlined in this guide and paying attention to the important considerations, you can effectively create copies of your forms and customize them to meet your specific requirements. Remember to thoroughly test the copied form before distributing it to ensure it functions correctly. Happy form building!