Deleted files can trigger an immediate sense of loss, whether it's work documents, personal photos, videos, or financial records. Many people fear deleted files are permanently lost, but in most cases, that's not true. Deleted files often remain on your storage device until new data overwrites them. Recovery is possible using built-in tools, third-party software, or professional services.
Step 1: Check the Recycle Bin or Trash First
When you delete a file, most systems don't erase it immediately. It’s sent to a temporary holding area:
Windows: Recycle Bin
Mac: Trash
To check:
Open the Recycle Bin or Trash icon.
Look for the deleted file.
Right-click it and select “Restore” (Windows) or “Put Back” (Mac).
The file should return to its original location. This method works only if the file wasn’t permanently deleted using Shift + Delete or emptied from Trash/Recycle Bin.
Step 2: Check Cloud Storage and Sync Folders
Many people use services like Google Drive, OneDrive, Dropbox, or iCloud. These platforms usually offer a trash or recently deleted section:
Google Drive: Trash folder (files stay for 30 days).
OneDrive: Recycle Bin.
Dropbox: Deleted Files section.
iCloud: Recently Deleted folder in Files or Photos.
Cloud services also maintain version histories. You can recover older versions of documents or photos by checking the file’s version history settings in the platform’s web interface.
Step 3: Restore Files Using Windows File History or Previous Versions
If you’re on Windows and you’ve set up File History, you may be able to restore previous versions of files or folders:
Right-click the folder where your file was stored.
Select “Restore previous versions.”
Review available backup points.
Click “Restore” to recover files.
Even if File History wasn’t set up, some Windows versions maintain “Shadow Copies,” which may allow file recovery.
Step 4: Restore Files Using macOS Time Machine
Mac users benefit from Time Machine, Apple’s built-in backup feature. If enabled:
Connect your Time Machine backup drive.
Open the folder where the deleted file was located.
Click the Time Machine icon in the menu bar and select “Enter Time Machine.”
Browse backups using the timeline on the side.
Select the file and click “Restore.”
Time Machine creates hourly, daily, and weekly backups, offering flexibility in recovering different file versions.
Step 5: Use Command Line or System Utilities (Windows CHKDSK)
Sometimes deleted files result from file system errors or corrupted storage. Windows’ CHKDSK tool can help:
Open Command Prompt as an administrator.
Type: chkdsk X: /f
Replace X with your drive letter.
Press Enter.
CHKDSK can repair file system errors and occasionally recover lost file fragments placed in a “found” folder on the drive.
Step 6: Use File Recovery Software
If your files are not in the Recycle Bin, Trash, or backups, recovery software is the next step.
How File Recovery Software Works
When files are deleted, the operating system marks their storage space as available but doesn’t erase the data. Recovery tools scan for those unmarked sectors.
Recommended Recovery Software Options
Panda Data Recovery
Panda Data Recovery is designed to help users recover deleted files from various storage devices, including hard drives, USB sticks, SD cards, and external drives. Whether files have been accidentally deleted, lost due to formatting, or removed because of system errors, Panda Data Recovery offers an easy-to-use solution suitable for both beginners and experienced users.
To begin the recovery process, install Panda Data Recovery on your computer. Once installed, open the software and connect the storage device that contained the deleted files. The program will automatically detect available drives. Select the correct drive or device where the files were lost. Panda Data Recovery provides two scanning options: quick scan and deep scan. Quick scan is ideal for recently deleted files, while deep scan is more thorough and is useful for recovering files from formatted or corrupted devices.
After the scan completes, Panda Data Recovery displays a list of recoverable files organized by file type. You can preview files before restoring them, helping to confirm that the correct files are being recovered. Once you select the files you wish to restore, choose a new location on your computer to save them. It’s important to avoid saving files back onto the same drive they were deleted from, as this may overwrite other recoverable data.
Basic Steps Using Recovery Software
Install the software on a different drive to avoid overwriting deleted files.
Launch the software and select the affected drive.
Choose scan type:
Quick Scan: Faster, finds recently deleted files.
Deep Scan: Slower, finds older or more complex lost files.
Wait for the scan to complete.
Preview and select files to recover.
Save recovered files to a different location.
Important Note:
Avoid saving files back onto the same drive they were recovered from, as this could overwrite more deleted data.
Step 7: Recover Deleted Files from External Devices
You can also recover files from:
USB sticks
External hard drives
Memory cards (SD cards, microSD)
Steps:
Connect the device to your computer.
Ensure it’s recognized (check Disk Management if needed).
Use recovery software as described above.
Perform a deep scan for better results.
Step 8: Recover Deleted Files from Mobile Devices
Android:
Check the device’s Trash or Recently Deleted folder (Photos app, Files app).
Use Android file recovery apps like DiskDigger.
For deeper recovery, root access may be required.
iPhone/iPad:
Check Recently Deleted folder in Photos or Files.
Restore from iCloud or iTunes backup.
Use software like iMobie PhoneRescue or Dr.Fone for iOS.
Always try default recovery methods before using third-party apps, as these apps may have limits or require payments for full features.
Step 9: Recovery from Formatted Drives
Accidentally formatting a drive doesn’t always erase data completely. File recovery tools often support formatted drive recovery:
Choose “Formatted Drive Recovery” or “Deep Scan” mode.
Select the formatted drive.
Let the tool scan thoroughly.
Preview and recover files.
Remember, a full format overwrites sectors, but a quick format often just clears file pointers, leaving the data intact.
Step 10: Recovery from Corrupted Drives
If a drive becomes corrupted and unreadable:
Try using CHKDSK or Disk Utility (Mac) to repair the file system.
If repair doesn’t work, use recovery software that can scan RAW or corrupted drives.
Avoid reformatting the drive unless recovery attempts have been completed.
Corrupted drives can still contain intact data, especially if the problem lies only in the file table and not the data clusters themselves.
Step 11: Using Linux Tools for Advanced Recovery
Advanced users may prefer open-source tools on Linux:
TestDisk (for partition and file system recovery)
PhotoRec (for file recovery)
ddrescue (for recovering from failing drives)
These tools offer powerful recovery options but require command-line knowledge.
Step 12: Professional Data Recovery Services
When none of the above options work, professional services become necessary, especially in cases of:
Physically damaged hard drives
Severely corrupted USB sticks
Failing SSDs with hardware-level encryption
What to Expect:
An evaluation fee may be required.
Prices vary depending on complexity.
Services can recover data from physically broken storage by accessing the storage chips directly.
Common Myths About File Recovery
Myth: “Deleted files are instantly gone forever.”
Reality: Files usually remain recoverable until overwritten.
Myth: “Formatting erases all data.”
Reality: Quick formats leave data intact until overwritten.
Myth: “All recovery software is the same.”
Reality: Quality, success rates, and features vary between tools.
Tips to Improve Recovery Success
Stop using the affected drive immediately.
Don’t install recovery software on the same drive as deleted files.
Always recover to a different location.
Avoid using unreliable freeware that may include malware.
Preventing File Deletion in the Future
Enable cloud backups.
Regularly back up important files on external drives.
Use tools like Windows File History or macOS Time Machine.
Double-check before deleting large numbers of files.
Use file synchronization tools that keep version histories.
While losing files is stressful, most deleted files are recoverable if you act promptly and use the right tools. The key is not to panic, avoid overwriting deleted data, and follow a structured approach starting with built-in tools and moving to recovery software or professional services as needed.
