Just read through some of this thread with some interest. I love a good spreadsheet…
Mine is absurdly complicated but I thought I would just share how I use it to keep track of what is in my ancient Eurocave. It it is no more specific than what shelf it is on, I know some people like to put an exact location in but around here that would last about a week. There is some method for putting the bottles with longer drinking windows at the back, but it is not hard and fast as almost everything stored at home is ready.
Anyway, one tab of this spreadsheet is in the “shape” of my eurocave shelves. It pulls in wines from the longer list (essentially a data tab) that I code up as being in there, and assigns them to the correct shelf based on some high level indexing a la “red hermitage”, “white chalon” etc via a series of lengthy “sumif” formulas. This also shows me how much capacity there is on any given shelf, ie the white burgundy section is three high and has space for 3x11=33 bottles, and so my spreadsheet indicates that there are currently 31 and that my free space is 2. Whenever I get to a number mostly divisible by a case size on a more than 1 shelf I know it is time for a reserves withdrawal. The issue with this is that anything new arriving from the Wine Society needs to be buried at the back/bottom of each area which generally necessitates taking everything out and starting again. It looks like this.
I just print a copy of this out and stick it on the sliding shelf. I supplement it with a copy of the “Restaurant Style Wine List” from Cellartracker which I also chuck in there. Prior to Cellartracker this approach also served to show me how many bottles of each specific appellation I had versus what I considered a balanced cellar to be based on 1000 bottles (which in turn was a rip-off from a very old Guide Hachette). So I was able to see if had too many bottles of Claret and not enough bottles of Chablis and so on.
If I am honest it is a bit of a pain maintaining both my spreadsheet and Cellartracker, and I have been thinking that if I started to become cleverer in my use of “bins” in the latter I could probably do away with the Eurocave section of the spreadsheet. Then again I have also built other functionality such as being able to work out duty and tax, and the appropriate cost of storage from when a wine went in to when I took it out and so on, so perhaps there is still a need. Might share that later as well as doing it allowed me to see that buying Sauternes EP hasn’t been the greatest idea I’ve ever had!