It stores vital data, tracks performance, and performs powerful calculations. But what happens when you accidentally overwrite a file or need to go back to a previous version? Losing a vital version of your Excel workbook can be both stressful and disruptive, especially when that file contains important records, formulas, or analytical data. The good news is, all hope is not lost.
Microsoft Excel offers multiple ways to restore older versions of your files, whether you’re using a local copy on your computer or a cloud-based solution like OneDrive. Windows also has built-in file recovery features. Moreover, third-party recovery software can provide additional solutions when native options fall short.
Chapter 1: Basics
1.1 What Is an "Older Version" of an Excel File?
An "older version" refers to a previously saved state of a document. Excel and Windows often auto-save versions as you work, or store copies in temporary files, caches, or backup folders. These versions can often be restored if configured correctly.
1.2 Common Reasons for Needing a Previous Version
You accidentally overwrote the file
You saved unwanted changes
Someone else edited the file mistakenly
You deleted valuable content unintentionally
You need to compare past data with the current version
Chapter 2: Use Excel’s Built-In Version History (for Office 365 / Microsoft 365 Users)
If you’re using OneDrive or SharePoint to save your Excel files, Excel’s Version History feature is the most seamless method to restore older versions.
2.1 How to Access Version History
Open the Excel file.
Click File > Info.
Click Version History.
A pane will appear showing a list of versions, including date and author.
Click on any version to preview it.
Click Restore to revert the current file to the selected version.
2.2 Benefits of Version History
Automatic saving every few minutes
Easy interface for browsing and restoring
Does not require manual backups
2.3 Limitations
Only works if the file is saved to OneDrive, SharePoint, or another Microsoft cloud service
May not work with local-only Excel files
Chapter 3: Recover from AutoRecover
Excel’s AutoRecover feature is another life-saver, particularly in the case of unexpected closures or crashes.
3.1 Where to Find AutoRecovered Files
Open Excel.
Click File > Info.
Click Manage Workbook > Recover Unsaved Workbooks.
A folder with temporary Excel files will open.
Open the most recent file and Save As with a new name.
3.2 Customize AutoRecover Settings
Go to File > Options > Save.
Make sure AutoRecover information every X minutes is checked.
Set AutoRecover file location for easier access.
3.3 When AutoRecover Works Best
Sudden system shutdowns
Power outages
Crashes before saving
Chapter 4: Restore Using Windows File History
If you use File History or System Restore Points, Windows may have saved previous versions of your file or the entire folder.
4.1 How to Enable File History
Go to Control Panel > File History.
Turn it on and choose the drive to back up files.
4.2 How to Restore Previous Versions
Right-click the Excel file or folder it was in.
Click Properties.
Go to the Previous Versions tab.
Choose the version you want and click Restore.
4.3 Pros and Cons
Pros:
Automatically backs up your documents
Supports versioned recovery
Cons:
Must be configured in advance
Requires external or secondary drive for backup
Chapter 5: Check Temporary and Backup Files
Excel sometimes creates temporary files or backups of documents that can help you recover older versions.
5.1 Look for Temporary Files
Temporary Excel files may have the .tmp extension or start with a tilde (~) and are stored in locations like:
C:\Users\[YourName]\AppData\Local\Microsoft\Office\UnsavedFiles
%TEMP% folder
5.2 Search for Backup Files
If you had the Always create backup option enabled:
Look in the same folder as the original Excel file.
Look for files with the .xlk extension.
Open with Excel and save under a new name.
Chapter 6: Recover from OneDrive or SharePoint (Online)
If your Excel file was synced with OneDrive or SharePoint, you can use the cloud version control system.
6.1 Recover Older Versions from OneDrive Web
Go to OneDrive.
Locate your Excel file.
Right-click > Version History.
Restore or download the version you want.
6.2 Using SharePoint Version Control
Open your SharePoint document library.
Locate the Excel file.
Click the three dots (…) > Version history.
Select a version to restore.
Chapter 7: Use Third-Party Software
7.1 Panda Data Recovery (Overview)
Deep scans hard drives and USB devices
Recovers formatted or deleted Excel files
User-friendly interface
7.2 How to Use Panda Data Recovery
Download and install Panda Data Recovery.
Launch the program and choose the drive to scan.
Use Deep Scan for best results.
Filter by file type: .xlsx or .xls.
Preview and restore your desired version.
Chapter 8: Prevent Future File Loss
8.1 Enable AutoSave and Versioning
Always work with files saved on OneDrive or SharePoint
Use AutoSave to reduce risks
8.2 Manual Versioning
Use "Save As" to create dated versions manually (e.g., report_2025_05_13.xlsx)
Store backups on a separate drive or cloud platform
8.3 Use Excel Macros for Backups
Create a simple macro to save a backup every time the file is opened or closed.
Chapter 9: Case Study – Real Recovery Examples
9.1 Scenario 1 – Accidental Overwrite
Problem: John overwrote his Excel inventory list with new data.
Solution: He used OneDrive Version History and restored a version from the previous day in two clicks.
9.2 Scenario 2 – Unexpected Crash
Problem: Emma's computer crashed, and her unsaved changes were lost.
Solution: She opened Excel and used Recover Unsaved Workbooks to retrieve the latest version saved via AutoRecover.
9.3 Scenario 3 – Deleted Local File
Problem: Mike deleted his Excel file and emptied the Recycle Bin.
Solution: He used Panda Data Recovery to scan the drive and successfully restored the deleted file.
