PLEASE READ

1. Any cells filled with blue, usually have formulas and are programmed to update automatically. Please do not change any formulas without backing up your sheet first. 

2. Adding or removing any columns may cause formulas in cells filled with blue not to function properly or not calculate the correct data. If you need to remove a column,  HIDE it instead. You can do this by right-clicking on the column name at the top, and selecting "Hide Column."

3. Instructions and a download link are available after the preview of this spreadsheet.

Click this link to make your copy of the Music Library.

Instructions

1. General Information

   1. As a reminder, any cells filled with blue, usually have formulas and are programmed to update automatically. Please do not change any formulas without backing up your sheet first.

   2. Adding or removing any columns may cause formulas in cells filled with blue not to function properly or not calculate the correct data. If you need to remove a column,  HIDE it instead. You can do this by right-clicking on the column name at the top, and selecting "Hide Column."

2. Library

   1. Enter the information on the "Library" sheet.

   2. The "Times Performed" Column counts how many times the piece title is listed on the "Performances" tab.

   3. The "Place Performed" column is populated by the "Date Performed" column on the "Performances" tab.

      1. this field will always show the latest date.

   4. Conditional formatting for this sheet

      1. If two pieces have the same title, both rows will turn orange. This is because the dropdowns will only show one of the titles.

         1. Solution: Change one of the titles slightly. For example, if you have "Piece A" for band and "Piece A" for string orchestra, name them "Piece A (CB)" and "Piece A (SO)".

      2. A row will turn yellow if the "Last Performed" column has a date that is in the future or today. The default look of the row will return if the date has passed.

3. Pieces in Use

   1. The "Pieces in Use" sheet is for pieces you have pulled from your library. You must fill in the information in this sheet for the "Performances" sheet to work.

   2. The "Piece Title" Dropdown will populate with the titles of the pieces from the "Piece Title" Column on the "Library" Sheet. 

   3. Select the piece(s) you have pulled)

   4. Columns B, C, D, E, and F will automatically populate based on the piece title in the drop-down. 

   5. The "School/Location" column populates the "Place Performed" drop-down on the "Performances" tab.

   6. The "Ensemble Using" column populates the "Group Performing" drop-down on the "Performances" tab.

   7. The "Start Date" and "Returned Date" fields can be double-clicked for a date selector. 

   8. Conditional formatting for this sheet

      1. If two pieces have the same title, are used in the same location, and haven't been returned, both rows will turn yellow. 

4. Performances

   1. The "Piece Title" drop-down populates from the piece titles in the "Pieces in use" sheet.

   2. Columns B, C, and D, will automatically populate based on the piece title in the drop-down. 

   3. The "Date Performed" field can be double-clicked for a date selector. 

   4. The "Place Performed" drop-down is populated by the "School/Location" column on the "Pieces in use" tab.

   5. The "Group Performing" drop-down is populated by the "Ensemble Using" column on the "Pieces in use" tab.

   6. Conditional formatting for this sheet

      1. If two pieces have the same title, are performed in the same place, and have no performance date both rows will turn yellow. 

5. Pieces by Grade Overall

   1. Changing the Grade Levels may cause the formulas on this sheet to not function. 

   2. You may change the Ensemble Types at the top, however, there is already one of each ensemble type represented.

6. Hidden sheets

   1. Several sheets are hidden that interpret and give you data about the music in your library. 

   2. For all these sheets, do not change any cells that are filled with blue.

      1. There are some sheets where the grade level is a dropdown. These are designed for you to change the grade level to get data.

PLEASE READ

1. Any cells filled with blue, usually have formulas and are programmed to update automatically. Please do not change any formulas without backing up your sheet first. 

2. Adding or Removing columns may cause formulas in cells filled with blue not to function properly or not calculate the correct data. If you need to remove a column,  HIDE it instead. You can do this by right-clicking on the column name at the top, and selecting "Hide Column."

3. Instructions and a download link are available after the preview of this spreadsheet.

Click this link to make your copy of the Instrument Inventory.

Instructions

1. General Information

   1. This spreadsheet is meant to be used year after year without restarting. If you find that doesn't work for you, follow these steps.

      1. Keep a blank copy of this spreadsheet so you always have a template to use every year.  

      2. Make a new database every year and copy the inventory from the previous year.

      3. Save the old file so you have a record of what instruments were used.

   2. As a reminder, any cells filled with blue, usually have formulas and are programmed to update automatically. Please do not change any formulas without backing up your sheet first.

   3. Adding or removing any columns may cause formulas in cells filled with blue not to function properly or not calculate the correct data. If you need to remove a column,  HIDE it instead. You can do this by right-clicking on the column name at the top, and selecting "Hide Column."

2. Inventory

   1. Several sheets use this sheet for information. Be as detailed as possible.

      1. The "Purchased" field can be double-clicked for a date selector. 

      2. The "Locker" column is populated from the "Lockers" sheet.

      3. Column K gets its information from the "Assignments" sheet "Date Returned" Column. 

         1. If there are multiple returns, it will show the latest return date.

      4. Conditional formatting

         1. Instruments checked out in the "Assignments" sheet will turn yellow. They will return to their normal condition if the date in the "Last Used" Column is Today or in the past.

3. Assignments

   1. Enter the information on this sheet with as much detail as possible. 

      1. Columns D, E, F, G, and H, will update automatically based on the information entered in the respective fields in the "Inventory" sheet.

      2. You may change the "MB or CB" Column options. They are not tied to any formulas. 

      3. The "Date Given" column can be double-clicked for a date selector. 

      4. The "Date Returned" column can be double-clicked for a date selector. This column also populates the "Last Used" column in the Inventory sheet.

      5. The "Shared?" column combines the "First Name" and "Last Name" columns. If an instrument is being shared, select who the instrument is being shared with.

      6. Conditional formatting

         1. Rows with matching serial numbers will turn yellow. This is to alert you that the instrument is already in use. The formatting will return to normal if you mark who the student is sharing the instrument with OR if the instrument is marked returned by at least one student.

4. Repairs

   1. Enter the information on this sheet with as much detail as possible. 

      1. The "Serial Number" drop-down populates from the "Serial Number" field on the "Inventory" tab.

      2. Columns B and C will update automatically based on the information entered in the respective fields in the "Inventory" sheet.

      3. The "Data Given" column can be double-clicked for a date selector. 

      4. The "Dat Taken" column can be double-clicked for a date selector. 

      5. You will need to edit the repair store options on the drop-down. 

         1. Do this by clicking the drop-down.

         2. Go to the pencil on the bottom right of the drop-down.

         3. Enter the stores you wish to have on the list. 

      6. The "Data Returned" column can be double-clicked for a date selector. 

5. Lockers

   1. Enter a list of lockers

      1. This populates the "Locker" drop-down on the "Inventory" sheet.