How to Restore Deleted Excel Files: 5 Easy Ways to Get Your Data Back

How to Recover a Lost or Unsaved Excel File on Windows, Mac, and OneDrive

Losing an Excel file can feel like a punch to the stomach. I have been there myself. Hours of formulas, cleanup, and formatting gone in seconds because of a wrong click or a sudden crash. It usually happens when you are tired or in a rush, which makes it even worse.

The good news is this. In most cases, Excel files are not truly gone. They are often still stored somewhere on your computer or cloud account, waiting to be recovered.

In this guide, I will walk you through the exact methods I have personally used and recommended to others to recover deleted, unsaved, or overwritten Excel files. These steps work on Windows, macOS, and cloud storage like OneDrive.

Step 1: Check the Recycle Bin or Trash First

Before trying advanced recovery methods, always start here. Many people skip this step and regret it later.

On Windows:

When you delete a file in Windows, it usually goes to the Recycle Bin.

• Double-click the Recycle Bin on your desktop

• Use the search box to type part of the Excel file name

• Right-click the file and select Restore

The file will return to its original folder.

On Mac:

Mac works the same way.

• Click the Trash icon in the dock

• Find your Excel file

• Right-click it and choose Put Back

Quick Tip From Experience

If you deleted the file only moments ago, press Ctrl + Z on Windows or Command + Z on Mac. This Undo shortcut can instantly restore the file without opening any folders.

Step 2: Recover Unsaved Excel Files Using AutoRecover

If Excel closed unexpectedly or your system crashed, AutoRecover is your best friend. I have recovered entire workbooks this way more times than I can count.

How to Find Unsaved Excel Files:

• Open Excel

• Click File, then Open

• Select Recent

• Scroll to the bottom and click Recover Unsaved Workbooks

Excel will open a folder containing temporary recovery files. These files usually have odd names, so look at the date and time to identify the correct one. Open it and save it immediately.

Important Note:

AutoRecover only works if it was enabled before the crash. By default, Excel turns it on, but many users unknowingly disable it.

Step 3: Recover Excel Files from OneDrive Version History

If you save Excel files to OneDrive, you are in a much safer position. OneDrive keeps older versions of files automatically.

Recover a Previous Version:

1. Go to the OneDrive website and sign in

2. Navigate to the folder containing the Excel file

3. Right-click the file and select Version History

4. Choose a version from an earlier date

5. Click Restore

This works even if you saved over important data by mistake.

Recover a Deleted File:

If the file is completely missing, check the OneDrive Recycle Bin. Files usually stay there for around 30 days.

Step 4: Restore Excel Files Using Previous Versions in Windows

Windows includes a feature that many users are unaware of. If File History or System Protection was enabled, you may be able to restore older folder versions.

How to Use Previous Versions:

1. Open File Explorer

2. Navigate to the folder where the Excel file was stored

3. Right-click the folder and choose Properties

4. Open the Previous Versions tab

If older versions appear, open one and copy your Excel file back to a safe location.

This method has saved entire project folders for me in the past, not just single files.

Step 5: Use Data Recovery Software as a Last Resort

If none of the methods above work, recovery software may still help. Tools such as Recuva or Disk Drill scan your drive for files that have not yet been overwritten.

Very Important Warning:

Do not install recovery software on the same drive where the Excel file was lost. Installing software can overwrite recoverable data. If possible, run the tool from a USB drive or external disk.

Success depends on how much the drive has been used since the file was deleted.

How to Prevent Excel File Loss in the Future:

After helping many people recover files, I can say this with confidence. Prevention is much easier than recovery.

Enable and Adjust AutoRecover

In Excel:

1. Go to File, then Options

2. Click Save

3. Set AutoRecover to every 5 or 10 minutes

Save Important Files to OneDrive

Cloud storage provides version history, file recovery, and protection against hardware failure. It has become my default recommendation for anyone working with important spreadsheets.

Save Manually More Often

No tool replaces the habit of pressing Ctrl + S regularly. It still matters.

My Thoughts

Recovering a lost Excel file is stressful, but it is rarely hopeless. In most situations, the file still exists in the Recycle Bin, AutoRecover folder, cloud version history, or system backups.

The key is to stay calm and follow the recovery steps in order. Rushing or installing random tools can make recovery harder.

If you use Excel regularly for work or business, setting up proper backups and AutoRecover today can save you hours of frustration tomorrow.