From organizing financial data to managing schedules and creating dynamic reports, Excel files often contain crucial information. That’s why accidentally deleting an Excel file or losing one due to formatting, corruption, or unexpected shutdowns can be a nerve-wracking experience.
To recover deleted Excel files successfully, it helps to understand how file deletion works on a basic level.
Method 1: Recover from Recycle Bin or Trash
This is the easiest and most common method if the file was recently deleted.
For Windows:
Double-click the Recycle Bin icon on your desktop.
Look for your deleted Excel file.
Right-click it and select Restore.
The file will return to its original location.
For macOS:
Open the Trash from the dock.
Find your deleted Excel file.
Right-click and choose Put Back.
If the file isn’t in the bin, proceed to other methods.
Method 2: Restore Unsaved Excel Files (AutoRecover)
Microsoft Excel has a built-in AutoRecover feature that saves your work at regular intervals, even if you forget to hit "Save."
Steps:
Open Excel.
Click on File > Info > Manage Workbook (or Recover Unsaved Workbooks).
Excel will display unsaved files that can be recovered.
Select the desired file and click Open.
Save it immediately with a new name.
This only works for unsaved Excel files (e.g., if Excel or your computer crashed before you could save).
Method 3: Restore Previous Versions of Excel Files
If you’ve enabled File History or use OneDrive, Google Drive, or Dropbox, you might be able to restore previous versions of your file.
On Windows (File History):
Navigate to the folder where your Excel file was stored.
Right-click in the folder and select Restore previous versions.
Choose a version with your Excel file and click Restore.
On OneDrive:
Go to OneDrive online.
Find the Excel file.
Click the three dots > Version history.
Choose an earlier version and click Restore.
On Google Drive or Dropbox:
Both services have version history tools:
Right-click the file.
Choose Manage Versions or Version History.
Restore the version you want.
This is ideal if you saved over the file accidentally or need an earlier version.
Method 4: Recover Excel Files Using Data Recovery Software
Panda Data Recovery
Panda Data Recovery is designed to scan deep into your storage devices and retrieve files that have been deleted, even if they’re no longer in the Recycle Bin. Whether the Excel file was lost from your hard drive, SSD, USB flash drive, SD card, or external device, Panda uses powerful algorithms to locate and restore Excel files in .xlsx and .xls formats.
Getting started is easy. Once installed, launch Panda Data Recovery and select the location where your Excel file was last saved. The software will then perform a quick scan to detect recently deleted files. If the file isn’t found right away, a deep scan option will search more thoroughly. Once the scan is complete, you can preview and restore your lost Excel file in just a few clicks.
Panda’s intuitive interface makes it accessible for both beginners and experienced users, while its compatibility with Windows and macOS ensures wide support. It also recovers files lost due to formatting, virus attacks, system crashes, and partition errors.
Method 5: Restore from Backup Tools
If you use third-party backup tools or system image software, you can restore your deleted Excel file from the most recent backup.
Popular Backup Tools:
Acronis True Image
Macrium Reflect
Windows Backup and Restore
Time Machine (Mac)
Windows Backup and Restore:
Go to Control Panel > System and Security > Backup and Restore (Windows 7).
Click Restore my files.
Search for your Excel file and restore it.
Time Machine (macOS):
Open the folder where the file was stored.
Launch Time Machine.
Go back in time until you find the Excel file.
Click Restore.
This method works only if you've configured regular backups.
Method 6: Recover Excel Files from Temporary Files
Sometimes, Excel creates temporary files that may still exist after deletion or crash.
For Windows:
Open File Explorer.
Navigate to:
C:\Users\[YourName]\AppData\Local\Microsoft\Office\UnsavedFiles
Look for files with the .asd or .tmp extensions.
Open them in Excel to check contents.
Save with a new name.
You can also search your system for:
*.tmp
~*.xls*
*.asd
Method 7: Recover Deleted Excel Files from External Devices
Excel files deleted from USB flash drives, SD cards, or external hard drives don’t go to the Recycle Bin.
Steps:
Stop using the device immediately.
Connect it to your PC using a USB port.
Use a recovery tool like Recuva or EaseUS.
Select the external drive and run a scan.
Preview and recover the Excel file.
Avoid saving recovered files back to the same external drive.
Method 8: Contact IT or a Professional Data Recovery Service
If none of the above methods work and the Excel file is business-critical, contact your IT department or a professional data recovery firm.
Situations Requiring Professional Help:
Physically damaged drives
SSDs with TRIM enabled
Files deleted weeks or months ago
Lost Excel files from RAID systems
Trusted Services:
Ontrack Data Recovery
DriveSavers
Secure Data Recovery
They use advanced hardware and cleanroom facilities to extract data from damaged media. However, services can be costly.
Common Excel Recovery Scenarios and Solutions
Scenario 1: Deleted Excel File from Desktop
Check Recycle Bin.
Use File History or Data Recovery Software.
Scenario 2: Unsaved Excel File After Crash
Use AutoRecover or Temp Files.
Open Excel > File > Info > Recover Unsaved Workbooks.
Scenario 3: Excel File Overwritten
Use Previous Versions in File History or OneDrive.
Use cloud version history.
Scenario 4: Deleted from USB Drive
Use Recuva or Disk Drill.
Avoid writing new data to the drive.
Scenario 5: Excel File Lost After Formatting
Use Deep Scan in data recovery software.
Recover from a full system backup.
Best Practices to Prevent Excel File Loss
Once you’ve successfully recovered your files, it’s wise to take preventive steps to avoid future loss.
1. Enable AutoSave and AutoRecover
Use OneDrive or SharePoint to automatically save files every few seconds.
Enable AutoRecover:
File > Options > Save > AutoRecover every X minutes
2. Create Manual Backups
Copy important Excel files to an external drive or cloud weekly or daily.
3. Use Cloud Sync Tools
Sync Excel files with OneDrive, Dropbox, or Google Drive.
Enable version history.
4. Turn On File History
On Windows: Settings > Update & Security > Backup > Add a drive
Schedule backups for continuous protection.
5. Save Frequently
Hit Ctrl + S often while working.
Avoid relying solely on AutoSave.
6. Don’t Save Over Originals
Use “Save As” to create new versions when making major changes.
Moving forward, regular backups, AutoSave, and cloud syncing can dramatically reduce the risk of losing your important spreadsheets ever again. Stay proactive, stay backed up, and you’ll always be one step ahead of data disasters.
