How to Recover a Deleted Excel File

To recover a deleted Excel file, first check the Recycle Bin (Windows) or Trash (Mac) and restore it; if it was stored in OneDrive or SharePoint, restore it from the online recycle bin or version history. If it’s gone from there, use Windows “Restore previous versions” / File History or data recovery software like Recuva to retrieve the lost workbook.

Accidentally deleting an important Microsoft Excel file is one of the scariest things for anyone who relies heavily on this popular spreadsheet tool. Fortunately, Excel users have a few tricks up their sleeves to recover deleted files. In this post, we will walk you through the steps to recover a deleted Excel file, from using the Recycle Bin to employing specialized data recovery software. (Note: deleting a file is different from closing one without saving — if you lost work because you never saved it, see how to recover an unsaved Excel file instead.)

Accidentally deleting an important Excel file can be a nightmare. However, there are many ways you can recover your lost data. Here’s how to recover a deleted Excel file.

Check the Recycle Bin

The first stop in recovering a lost Excel file is to check your Recycle Bin. Simply go to your desktop and double-click on the Recycle Bin to open it. From there, you can browse and restore accidentally deleted files and folders. If you find your Excel file in the Recycle Bin, right-click the file and select the “Restore” option to get it back to its original location. On a Mac, open the Trash in the Dock, locate the file, then right-click and choose Put Back. If the file lived in OneDrive or SharePoint, also check the online recycle bin at onedrive.com (or your SharePoint site), where deleted items are typically retained for 30 days — and you can even restore an earlier copy of a workbook that still exists through its previous version history.

Use File Explorer

If you can’t find your Excel file in the Recycle Bin, don’t panic. There is still hope. Check your backup folders or the folder where the file was saved. You can also use the “File Explorer” tool to locate your missing Excel file. Open “File Explorer” and navigate to the folder where the file was saved. Look for the file with the “xlsx” extension, which is the file format used by Excel.

Utilize the Previous Version Feature

If you have lost your Excel file and don’t have a backup, don’t lose hope. You can use the “Previous Version” feature in Windows to restore the lost file. Simply right-click on the folder that contained the file and select “Restore previous versions.” You’ll then be able to browse through the old versions of the folder and find the one that contains your deleted Excel file. This feature relies on Windows File History or System Restore points being enabled, so it works best if backups were already turned on before the file was lost. If your file still exists but you only need an earlier copy of its contents, you can also restore a previous version of the workbook directly in Excel or recover an overwritten file from its previous version.

Use Data Recovery Software

If none of the above methods work, consider using data recovery software. These tools are specifically designed to recover lost files and can be a lifesaver when other methods fail. Some popular data recovery tools include Recuva, EaseUS Data Recovery Wizard, and Disk Drill.

Remember, to increase your chances of successfully recovering your lost Excel file, act quickly. The longer you wait, the higher the risk your deleted file will get overwritten by new data.

Prevention Tips to Avoid Losing Important Excel Files

The best way to recover a deleted Excel file is to prevent it from happening in the first place. Here are some tips to safeguard your important Excel files:

• Regularly save your Excel files: Always save your work frequently, and make sure to save backup copies in separate folders.
• Use the AutoRecover feature: The AutoRecover feature in Excel automatically saves recovery information every few minutes. In case of a sudden outage or system crash, this feature can help you recover unsaved files or previous versions of your work. Note that AutoRecover protects against crashes and unsaved closes — not against files you intentionally deleted — so for that scenario lean on recovering an unsaved Excel file. It also helps to turn on AutoSave and to save your files often.
• Be careful when deleting files: Always double-check before deleting any files to avoid accidental deletion.
• Use cloud-based storage solutions: Consider using cloud-based storage solutions like OneDrive, Dropbox, or Google Drive, which not only provide additional backup protection but also allow you to access your files from anywhere with an internet connection.
• Enable version control: Many collaboration tools like Microsoft Teams enable version control, which can automatically save and track changes to your Excel files, making it easier to recover previous versions if needed.

Final Thoughts

Accidents happen, and deleted Excel files are no exception. But with the right tools and techniques, you can quickly recover your lost data and get back to work. Remember, the key is to act quickly and not to panic. Utilize all the tips and tricks mentioned above, and you should be able to recover your important files with ease.

Frequently Asked Questions

Here are some frequently asked questions about recovering deleted Excel files:

Can I recover a permanently deleted Excel file?

Yes, you can recover a permanently deleted Excel file using data recovery software. However, the success rate depends on various factors, such as how long ago the file was deleted, the level of fragmentation on your hard drive, and if the data has been overwritten by new files.

How can I avoid accidentally deleting important Excel files?

To avoid accidentally deleting important Excel files, always double-check before deleting anything. Additionally, consider using cloud-based storage solutions for backup protection and enabling the AutoRecover feature to recover unsaved files.

What should I do if Excel crashes while working on a file?

If Excel crashes while you’re working on a file, try reopening Excel and checking the recovery options that pop up. If the AutoRecover feature was enabled, you may be able to recover unsaved files or versions of the file before the crash.

Can I recover a corrupted Excel file?

Yes, you can recover a corrupted Excel file using the Open and Repair feature within Excel. To use this feature, open Excel and navigate to the damaged file, then select “Open and Repair” from the dropdown menu.

What data recovery software can I use to recover deleted Excel files?

Some popular data recovery software tools for recovering deleted Excel files include Recuva, EaseUS Data Recovery Wizard, and Disk Drill.

How do I recover a deleted Excel file from OneDrive or SharePoint?

Sign in to your OneDrive or SharePoint site in a web browser and open the Recycle bin in the left-hand menu, where deleted files are usually kept for about 30 days. Select your Excel file and click Restore to send it back to its original folder. If the file still exists but you need an older copy, right-click it and choose Version history instead.

Is deleting an Excel file the same as losing unsaved changes?

No. Deleting removes a saved file from your drive or cloud, so you recover it from the Recycle Bin, Trash, or a backup. Losing unsaved changes means the file was never written to disk, which is handled by Excel’s AutoRecover instead — see our guide on how to recover an unsaved Excel file for that case.