Excel is a cornerstone of modern productivity, used for everything from budgeting and project tracking to advanced data analysis. But sometimes, files can be lost due to unexpected system crashes, accidental closures without saving, power outages, or even unintentional overwriting.
Microsoft has built-in features that allow for auto-recovery, version control, and backup handling, which can help users restore their work. However, finding these recovered files isn't always straightforward. In this guide, we’ll explore all the places where Excel stores recovered files and how to retrieve them successfully on both Windows and Mac systems.
Whether you're using Excel for Microsoft 365. Excel 2021. Excel 2019. or an earlier version, this guide has you covered.
Chapter 1: Excel’s Recovery Features
1.1 AutoRecover
AutoRecover is a feature that saves a temporary version of your file at regular intervals. If Excel crashes, you’ll typically see a recovery pane when you reopen the program.
Default Location for AutoRecovered Files (Windows):
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C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Excel\
Default Location for AutoRecovered Files (Mac):
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/Users/[YourUsername]/Library/Containers/com.microsoft.Excel/Data/Library/Preferences/AutoRecovery/
1.2 AutoSave (Microsoft 365 and OneDrive Users)
AutoSave automatically saves files in real time to the cloud. You can go to OneDrive to access the most recent version if you accidentally closed or deleted it.
1.3 Document Recovery Pane
When Excel is restarted after a crash, the Document Recovery pane will show on the left side. This is your first chance to recover unsaved files.
Chapter 2: Recover Unsaved Excel Files
2.1 Using Excel’s “Recover Unsaved Workbooks” Option
If Excel closed unexpectedly or you forgot to save your file:
Open Excel.
Click File > Open.
Scroll down and click Recover Unsaved Workbooks.
A list of autosaved files will appear.
Select the file and click Open, then Save As to store it permanently.
Location of Unsaved Files:
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C:\Users\[YourUsername]\AppData\Local\Microsoft\Office\UnsavedFiles\
2.2 Finding Temporary Excel Files
If you didn’t manually save the file, Excel may have stored a temporary version.
Temp Excel File Extensions:
.tmp
.asd
.bak
.xlb
You can search for them using Windows File Explorer:
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*.tmp OR *.asd OR *.bak
Look inside:
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C:\Users\[YourUsername]\AppData\Local\Temp
Chapter 3: Recovering Excel Files from OneDrive
If you use OneDrive, Excel saves backups online.
3.1 Access Previous Versions via OneDrive:
Open OneDrive in your browser.
Right-click on the Excel file.
Choose Version History.
Select an older version and click Restore.
OneDrive retains older versions of files automatically if version history is enabled.
Chapter 4: Restore Previous Versions (Windows)
Windows itself keeps “previous versions” of files if File History or System Restore is enabled.
4.1 Steps to Restore Previous Versions:
Navigate to the folder where the Excel file was saved.
Right-click the file and choose Restore previous versions.
Choose a version from the list and click Restore.
If the file has been deleted, right-click the folder and follow the same steps to check for older versions of the folder.
Chapter 5: Check the Recycle Bin
If your Excel file was deleted manually:
Open Recycle Bin.
Look for the Excel file (.xlsx or .xls).
Right-click and choose Restore.
The file will return to its original location.
Chapter 6: Using Search and Filters to Locate Excel Files
6.1 Use Windows Search
Open File Explorer and use the search bar:
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*.xlsx OR *.xls
You can also search by date:
Type date:today, date:this week, etc.
Combine with file types: *.xlsx date:this week
Chapter 7: Recover from Backup
If you manually back up files using an external drive or cloud solution (like Google Drive, Dropbox, or Time Machine), check those backups.
7.1 Time Machine (Mac)
Open Time Machine.
Navigate to the folder where the file was located.
Browse previous versions and click Restore.
Chapter 8: Excel Version History (OneDrive and SharePoint)
If you’re using Excel on OneDrive or SharePoint, version history is built-in.
8.1 Recovering a Version in Excel Online:
Open Excel Online.
Click File > Info > Version History.
View or restore previous versions.
This feature is ideal for collaborative workspaces.
Chapter 9: Use Data Recovery Software
If the Excel file was permanently deleted (and isn’t in the Recycle Bin or recoverable via temp files), data recovery software is your best option.
9.1 Panda Data Recovery
Panda Data Recovery can help retrieve Excel files from:
Deleted folders
Formatted drives
Crashed systems
Steps:
Download and install Panda Data Recovery.
Select the location where the file was last seen (e.g., Desktop, Documents).
Run a Deep Scan.
Preview found files.
Recover the Excel file and save it to a safe location.
10.1 AutoRecovery Folder
Location:
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~/Library/Containers/com.microsoft.Excel/Data/Library/Preferences/AutoRecovery/
Use Go > Go to Folder from Finder to access this hidden directory.
10.2 Trash
If the file was deleted, check the Trash and restore it.
Chapter 11: Advanced Terminal or Command Prompt Recovery
Advanced users can try file listing and recovery through command line tools.
11.1 On Windows
Search for Excel-related temp files:
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dir /s *.tmp
Navigate to:
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C:\Users\[Username]\AppData\Local\Temp
11.2 On Mac Terminal
Use:
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ls -la ~/Library/Containers/com.microsoft.Excel/Data/Library/Preferences/AutoRecovery/
Chapter 12: Restore Excel Files from Email Attachments
If the file was shared via email:
Search your email inbox and outbox for attachments.
Download again from the email.
Check “Downloads” folder if you’ve opened it before.
Chapter 13: Recover Overwritten Excel Files
13.1 Windows File History
If a file was overwritten:
Right-click on the file.
Select Properties > Previous Versions.
Choose the correct version and restore it.
13.2 Excel’s Built-In Version Control (OneDrive/SharePoint)
Go to File > Info > Version History to see previous auto-saved versions.
Chapter 14: Use VBA to Attempt Data Extraction
In rare cases, the file may be corrupt. VBA macros can help extract partial data.
Sample Code to Extract Sheet Names:
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Sub ListSheetNames() For i = 1 To ThisWorkbook.Sheets.Count MsgBox ThisWorkbook.Sheets(i).Name Next i End Sub
This won’t recover lost files but may help recover data from damaged ones.
Chapter 15: Preventing Future Excel Data Loss
15.1 Enable AutoSave and AutoRecover
Go to File > Options > Save.
Set AutoRecover to every 5 minutes.
Check the box for Keep the last autosaved version if I close without saving.
15.2 Save to the Cloud
Use OneDrive or Dropbox for real-time backups.
15.3 Back Up Regularly
Use external drives or cloud tools to back up your Documents folder.
15.4 Close Files Properly
Avoid force shutdowns or task-killing Excel.
