How to Recover Unsaved or Deleted Excel Files

Windows: Recover Unsaved File Immediately After Crash

1. Open Excel
2. Look for “Document Recovery” pane on the left side
3. This appears automatically if Excel crashed or closed unexpectedly
4. You’ll see list of recently worked files
5. Look for the file you need with timestamp (e.g., “Book1.xlsx (Recovered)”)
6. Click the file to open it
7. File opens with most recent AutoSaved version
8. File → Save As to save the recovered version

Timing is critical: Open Document Recovery pane immediately after crash. Don’t open other files first, as this closes the recovery pane.

Mac: Recover Unsaved File

1. Open Excel
2. Look for “Document Recovery” window (may appear automatically)
3. Or: File → Open Recent → “Show All” at bottom
4. Select file with recent timestamp
5. Click “Open”
6. File → Save As to save recovered version

Accessing AutoRecover Manually

1. File → Options (Windows) or Preferences (Mac)
2. Click “Save” in left sidebar
3. Look for “AutoRecover location” path shown
4. Note the folder location
5. Open File Explorer (Windows) or Finder (Mac)
6. Navigate to that AutoRecover folder
7. Look for .xlsx files with recent timestamps
8. Copy these files to safe location or open directly

Typical AutoRecover locations:

• Windows: C:\Users\YourName\AppData\Local\Microsoft\Office\UnsavedFiles
• Mac: ~/Library/Containers/com.microsoft.Excel/Data/Library/Autosave Information

Enabling/Adjusting AutoRecover Settings

1. File → Options (Windows) or Preferences (Mac)
2. Select “Save” from left menu
3. Look for these settings:
4. • ☑ “Save AutoRecover information every” [10] minutes
   • ☑ “Keep the last AutoRecovered version if I close without saving”
5. Check both boxes if unchecked
6. Adjust interval (5-30 minutes) based on preference
7. Click OK

Important: Make sure AutoRecover is enabled! It’s your automatic safety net.

What AutoRecover Saves

• ✓ Formulas and calculations
• ✓ Formatting (colors, fonts, borders)
• ✓ Charts and shapes
• ✓ Images and objects
• ✓ Cell comments
• ✗ Doesn’t save unsaved file as original (saves as temporary file)
• ✗ Only saves if AutoRecover enabled

Limitations of AutoRecover

• AutoRecover stops working if Excel crashes before auto-save interval
• Computer power loss between auto-save intervals means loss
• AutoRecover files deleted if computer restored to earlier state
• Temporary files cleanup during system updates may delete recovery files
• AutoRecover only useful for current session—not for old deleted files

Windows: Restore from Recycle Bin

1. Double-click “Recycle Bin” icon on desktop
2. Look through list for your Excel file (search by filename if needed)
3. Right-click the file
4. Select “Restore”
5. File returns to original location
6. Open file to verify recovery

Searching in Recycle Bin: Type filename in search box (top right) to find specific file quickly.

Mac: Restore from Trash

1. Click Trash icon in Dock (bottom of screen)
2. Trash folder opens showing deleted files
3. Find your Excel file in the list
4. Right-click the file
5. Select “Put Back”
6. File returns to original location

Important: Recycle Bin/Trash Limitations

• Files only stay in Recycle Bin temporarily (typically 30 days)
• Emptying Recycle Bin permanently deletes files
• Files permanently deleted after Recycle Bin emptied (usually unrecoverable)
• Deleting from USB/external drive bypasses Recycle Bin
• Using Shift+Delete deletes permanently, skipping Recycle Bin

Step 1: Enable File History

1. Settings → System → Storage
2. Click “Advanced storage options”
3. Click “Backup options”
4. Look for “File History” or “Backup using File History”
5. Toggle ON (if available)
6. Click “More options”
7. Ensure external drive connected (File History requires external disk)

Note: File History requires external hard drive or network storage.

Step 2: Restore File from File History

1. Open File Explorer
2. Navigate to location where Excel file was stored
3. Right-click the file (or folder)
4. Select “Restore previous versions”
5. A list appears showing file versions from different dates/times
6. Click file version from date you want
7. Click “Restore” button
8. File recovers to that previous version

Accessing File History from Settings

1. Settings → System → Storage
2. Click “Advanced storage options”
3. Click “Backup options”
4. Click “Restore files from a current backup”
5. File History window opens
6. Navigate to your Excel file location
7. Double-click to select, then click “Restore to”

Step 1: Enable Time Machine

1. Apple menu → System Preferences
2. Click “Time Machine”
3. Look for “Backup Automatically” toggle
4. Toggle ON
5. Click “Select Backup Disk”
6. Choose external drive or network storage
7. Time Machine begins backing up (hourly)

Step 2: Restore File from Time Machine

1. Open Finder
2. Navigate to folder where Excel file was stored
3. Click Time Machine icon (top right menu bar)
4. Select “Enter Time Machine”
5. Timeline appears on right showing backup dates
6. Click date when file was intact
7. Find your Excel file in the folder
8. Click to select it
9. Click “Restore” button
10. File recovers to desktop or original location

Recover from OneDrive Web

1. Go to onedrive.live.com in web browser
2. Sign in with Microsoft account
3. Navigate to file location
4. Right-click the Excel file
5. Select “Version history” or “Restore versions”
6. A list appears showing previous versions with dates
7. Click version you want to restore
8. File recovers to that version
9. Or click “Restore” button to recover to original location

Recover Recently Deleted Files from OneDrive

1. Go to onedrive.live.com
2. Click “Recycle bin” or “Deleted files” (left sidebar)
3. Look for your Excel file
4. Right-click → “Restore”
5. File returns to OneDrive

Note: OneDrive keeps deleted files for 93 days before permanent deletion.

Recover File Versions in Microsoft 365

1. Open file in Excel Online (office.com)
2. File → Version history (or Information → Version history)
3. List shows all saved versions
4. Click timestamp to see when saved
5. Click “Restore” next to version you want

Step 1: Open System Restore

1. Type “System Restore” in Windows search box
2. Click “Create a restore point” or “System Restore”
3. Click “System Restore” button
4. Dialog appears showing available restore points

Step 2: Select Restore Point

1. Look for restore point from date when file still existed
2. Click to select it
3. Click “Next”
4. Review which programs/files will be affected
5. Click “Finish”

Step 3: System Restore Process

1. Computer restarts
2. System Restore runs (may take 30+ minutes)
3. Don’t interrupt or turn off computer
4. System returns to earlier state
5. Your Excel file should be recoverable

⚠️ Important Warnings

• Last resort only: Use only if all other methods fail
• Recent files lost: All files created after restore point are lost
• Program changes lost: Software installations/updates after restore point are removed
• Settings reset: Windows settings revert to restore point date
• Time-consuming: Process takes 30+ minutes

When to Consider Professional Recovery

• Hard drive physically damaged or making strange sounds
• Files permanently deleted (Shift+Delete or emptied Recycle Bin)
• All above methods failed
• File is critically important

Data Recovery Software

Affordable DIY options:

• Recuva (free, Windows)
• EaseUS Data Recovery Wizard (free limited version, Windows/Mac)
• Disk Utility (Mac, included with macOS)

Steps:

1. Download recovery software
2. Run software
3. Select drive to scan for deleted files
4. Start scan (may take hours)
5. Look for your Excel file in results
6. Select and recover to safe location

Professional Data Recovery Services

For severe cases (drive failure, water damage):

• Cost: $200-$3,000+ depending on damage
• Time: 1-2 weeks typically
• Success rate: 60-90% depending on damage
• Process: Device sent to lab, physically recovered by experts

Search “data recovery services near me” or check reviews before choosing.

Strategy 1: Enable AutoRecover

1. File → Options → Save
2. ☑ “Save AutoRecover information every [10] minutes”
3. ☑ “Keep the last AutoRecovered version if I close without saving”
4. Click OK

This single step prevents most data loss.

Strategy 2: Use Cloud Storage

1. Save files to OneDrive, Google Drive, or Dropbox
2. Files automatically backup to cloud
3. Version history available online
4. Access files from any device
5. Protected against local drive failure

Strategy 3: Save Frequently

• Press Ctrl+S (Windows) or Cmd+S (Mac) after every major change
• Habit saves you from unsaved work loss
• Reduces reliance on AutoRecover

Strategy 4: Create Backups

1. Enable File History (Windows) or Time Machine (Mac)
2. Connect external hard drive
3. System automatically backs up hourly
4. You have 30+ days of history

Strategy 5: Name Files with Dates

Use naming convention:

Report_2024-11-15_v1.xlsx
Report_2024-11-15_v2.xlsx
Report_2024-11-16_FINAL.xlsx

Makes it easy to find specific versions and identifies latest save.

Strategy 6: Use Version Control for Important Files

1. Create “Archive” folder
2. Save copies with version numbers: file_v1.xlsx, file_v2.xlsx
3. Keep previous versions for fallback

Did you forget to save and Excel crashed?

→ Use Method 1: AutoRecover (Fastest!)

File → Open → Look for “Document Recovery” pane

Did you delete the file by mistake?

→ Use Method 2: Recycle Bin

Right-click Recycle Bin → Find file → Restore

Did you save the file but need an older version?

→ Use Method 3 (Windows) or Method 4 (Mac)

Right-click file → “Restore previous versions” or “Version history”

Is the file in OneDrive or SharePoint?

→ Use Method 5: Cloud Recovery

onedrive.live.com → Version history → Restore

Did you permanently delete the file long ago?

→ Use Method 6: System Restore (if applicable) or Method 7: Professional Recovery