How to Send Google Form Responses to Multiple Email Addresses?
How to send Google Forms responses to multiple email addresses? By default, Google Forms sends the submission notifications to the person who owns the form. Which means, natively, team members cannot access the responses. This blog will provide ways to help you send Google Form responses to other users’ email IDs.
Primarily, Google Forms is designed for individual users (i.e., owners). That’s why submission notifications are only sent to the email address of the form creator or editor. The reason behind this is that Google assumes Form responses will be reviewed inside the connected Google Sheets file rather than distributed.
This creates a gap for teams and businesses. Where multiple people, like HR staff, sales teams, or support agents, need access to responses. They also need the form submission for their work. But, because only a single user has access, responses slow down and cause missed follow-ups. Also, Google Forms doesn’t offer role-based notification controls. It means you cannot notify specific users without granting them edit access.
Why Need Multiple Email Notifications
When teams collaborate in organizations. Data is often shared with the senior team leader. Similarly, Google Form responses can also be moved to other recipients so that they can be reviewed or acted upon by more than one person. Below are the common use cases where you need to send Google Form responses to multiple email addresses.
- Customer support and helpdesk forms are often shared with multiple agents or teams to ensure faster response times and issue tracking.
- Job applications, employee feedback, and internal requests that involve HR personnel, hiring managers, and department heads. For this, it is necessary to send the notifications to multiple recipients.
- Sales and leads are important pieces of information that sales representatives, managers, and CRM administrators need. When the leads are submitted, many people want this information.
- Multiple faculty members or administrative staff require access to admission forms, student registration, and feedback.
- Event coordinators, marketing teams, and operations staff need the information for new registration or survey responses.
- Internal business workflows require notifications, approval requests, asset access forms, and internal reporting forms to multiple stakeholders across the department.
These are the common scenarios where multiple users need Google Form responses.
Use Google Workspace Addon to Send Responses
The easiest way to send Google Form responses to multiple email addresses is the add-on that you can get from the Google Workspace Marketplace.
- In the Google Form, click the more option menu (three dots) near your profile.
- Select the Get add-ons button and then find Email notifications for Google Forms.
- Download and install the add-on and run it.
- Create a notification rule. Add multiple email addresses in the TO recipient box (write the email IDs separated by commas).
- Lastly, customize the email template and save it.
Submit Responses By Linking Google Sheets
If you don’t want to use add-ins to send Google Form responses, then you can use the linked Google Sheets.
- First, choose your form and access the response section to link it to the Sheet.
- Link the form to the existing or new spreadsheet.
- Now, share the Google Sheet with team members who need to be informed.
- In the Tools section, click on the Notification settings button.
- Go to your Google form to access the form.
- Select the Form and click on the Response button.
- Hit the Link to the sheets from the Response section.
- Either choose create a new spreadsheet or select the existing spreadsheet option.
- After that, share the sheet with other Team members by clicking the Share button.
- Add the recipients’ email addresses and click the Send button.
Set Notification Rules to Alert You to New Responses
From the above steps, you linked your Google Sheets with the Form, but to receive the email alerts on new form submissions, you have to set up notification rules.
- First, open the Google Sheet where your forms are linked.
- Click on the Tools and then Notification settings.
- Press Edit notifications and then choose Notify me when a user submits a form and Notify me with Email-right away or Email-daily digest.
- Click on the Save button to activate it.
Google also offers you conditional notifications in Google Sheets. Choose Tools and then Conditional notifications. Create rules to notify up to 10 people at once.
Google Apps Script to Submit Form Responses
If you use Google Apps script then you can send the responses to your teams. For this, you have to use MailApp.sendEmail or GmailApp.sendEmail with a comma-separated string of email addresses.
- First, set up an Installable Trigger by clicking the Trigger icon (clock) on the Apps Script editor.
- Press + Add Trigger, then select the sendFormResponses function.
- Set the Form spreadsheet as the event source, and the event type is on form submit.
- Click Save and then use the script below.
function sendFormResponses(e) {
// 1. Define your list of recipients (comma-separated)
const recipients = "[email protected], [email protected], [email protected]";// 2. Get form data from the event object 'e'
const responses = e.values;
const timestamp = responses[0];
const respondentName = responses[1]; // Adjust index based on your form question order// 3. Create the email content
const subject = "New Form Submission from " + respondentName;
const body = "A new response has been received at " + timestamp + ".\n\n" +
"Summary of responses:\n" +
responses.join("\n"); // Joins all answers into a vertical list// 4. Send the email to multiple recipients
MailApp.sendEmail(recipients, subject, body);
}
Common Problems When Adding Multiple Email IDs to Send Google Form Submission
From the above methods, you can easily enable notifications in Google Forms for multiple users. But, doing this, you may face several issues, like.
- When you use Google Sheets notification rules, sometimes the notification emails arrive late or not at all. This caused missed responses in your workflows.
- Some submission emails may land in spam or promotional folders, particularly when they are sent repeatedly or forwarded. So, you may not get the real-time alerts.
- As the number of recipients increases, choosing who receives notifications becomes difficult. Which you have to manually update whenever a new team members added.
- There is no option to send different Google Forms responses to different people. Every recipient will receive the same responses.
- Some users want to receive email alerts without adding them as editors. However, Google Forms does not provide the option of read-only or notification-only roles.
- If the Linked Google Sheets is renamed, deleted, or modified. Your manual notification setups can stop working.
These problems occur because Google Form is mainly designed for basic data collection, not advanced notification workflows. Which can make your work harder.
Why Google Forms Is Not Enough
Google Forms is used for simple data collection. But in an organization, the workflows are complex, which makes it insufficient for built-in notification and access control. But organizations need more than just email alerts. They need visibility, control, and long-term management of form response data.
In some situations, like multiple teams or departments needing access to form responses, responses must be centralized due to high submission volumes, etc., and only email notification is not enough. Teams also need to collect, organize, and manage Google Form response files at scale. When it comes to these, a professional tool like SysTools Google Drive Migration Tool will be very helpful.
Conclusion
When you want to send Google Form responses to multiple email addresses, read this blog, where I have provided all the methods to help you send your responses to bulk recipients. You may get issues using them. So, be careful. If you want to completely organize the form responses, try the software solution.