File is corrupted and cannot be opened excel​

1. Excel files

Microsoft Excel is one of the most widely used spreadsheet applications globally, utilized in various sectors such as business, education, and research for tasks ranging from basic data entry and calculations to complex financial analysis and data visualization. However, one of the most frustrating problems that Excel users encounter is when their files become corrupted and cannot be opened. A corrupted Excel file not only means the loss of access to important data but can also lead to significant disruptions in work processes, financial losses, and wasted time. This issue can occur for a multitude of reasons, and it is essential for users to understand these causes and be aware of possible solutions to recover the data within the files.

2. Causes of Excel File Corruption

2.1 Software-Related Issues

Application Bugs and Glitches: Excel, like any software, is not immune to bugs. Sometimes, these bugs can cause errors during file saving or loading processes, leading to corruption. For example, a bug in the Excel version being used might interfere with how the file’s metadata is written, causing the file to become unreadable. Updates to the software can sometimes introduce new bugs as well, especially if they are not properly tested.

Incompatible Add-Ins: Excel allows users to install various add-ins to enhance its functionality. However, if an add-in is not compatible with the version of Excel or has its own bugs, it can corrupt the file. For instance, an add-in that modifies the file’s internal structure in an improper way during a save operation can lead to corruption.

Abnormal Termination of Excel: If Excel crashes or is forcefully terminated while a file is open, there is a high chance of file corruption. This can happen due to a lack of system resources (such as insufficient memory), conflicts with other running applications, or power outages. When Excel does not have the opportunity to properly close and save the file, important data structures within the file may be left in an inconsistent state.

2.2 Hardware-Related Issues

Hard Drive Failures: Physical problems with the hard drive where the Excel file is stored can cause corruption. For example, bad sectors on the hard drive can prevent the file from being read correctly. As the hard drive ages, the chances of developing bad sectors increase. Additionally, mechanical failures such as a failing read/write head can lead to data loss or corruption.

Memory Errors: Random Access Memory (RAM) issues can also affect Excel file integrity. If there are faulty memory modules in the computer, incorrect data may be written to the file during processing. When Excel tries to access the file later, the corrupted data can prevent it from being opened.

Power Surges and Outages: Sudden power surges or outages while Excel is running can damage both the software and the hardware. Power fluctuations can disrupt the normal operation of the hard drive and the computer’s memory, leading to file corruption. Uninterruptible Power Supplies (UPS) can help mitigate this risk, but they are not always available or used.

2.3 Improper File Handling

Incomplete File Transfers: When transferring an Excel file from one storage device to another (such as from a USB drive to a computer’s hard drive or vice versa), if the transfer is interrupted (e.g., due to a disconnected USB drive), the file may become corrupted. Similarly, if the file is being downloaded from the internet and the download is interrupted, the resulting file may be incomplete and unreadable.

Overwriting and Incorrect Saving: Saving an Excel file in an incorrect format or overwriting an existing file without proper backup can lead to corruption. For example, saving an Excel file as a different format that is not fully compatible with Excel can cause data loss or make the file unopenable. Also, accidentally saving over an important file without realizing it can result in a corrupted or lost version of the original.

2.4 Malware and Viruses

Virus Attacks: Malicious software, such as viruses and worms, can target Excel files. These malware programs can modify the file’s structure, delete important data, or encrypt the file, making it inaccessible. For example, some ransomware attacks specifically target Excel files and other important documents, demanding a ransom in exchange for the decryption key.

Spyware and Adware: Even if they do not directly corrupt the Excel file, spyware and adware can cause system instability. They may interfere with the normal operation of Excel and the underlying operating system, leading to potential file corruption issues over time.

3. Manual Recovery Methods

3.1 Open and Repair Feature in Excel

Excel has a built-in “Open and Repair” feature that can be used to attempt to fix corrupted files. To access this feature, open Excel and click on the “File” tab. Then, select “Open”, navigate to the location of the corrupted file, click on the arrow next to the “Open” button, and choose “Open and Repair”. Excel will then try to repair the file and open it. In some cases, this simple method can successfully recover the file and make it accessible again. However, it may not work for all types of corruption.

3.2 Using Excel’s XML Format

Excel files can be saved in XML (Extensible Markup Language) format. If a file is corrupted in its native Excel format, you can try saving it as XML. First, try to open the corrupted file in Excel. If it fails to open, you can try using a text editor (such as Notepad on Windows or TextEdit on Mac). Open the corrupted file in the text editor and look for XML tags within the file. If the file contains valid XML data, you can save it with a different name and the “.xml” extension. Then, try opening the XML file in Excel. Excel may be able to convert the XML data back into a usable spreadsheet format.

3.3 Recovering from Temporary Files

Excel creates temporary files while a file is open. These temporary files can sometimes be used to recover the original file. On Windows, the temporary files are usually located in the “%temp%” directory. You can access this directory by pressing the Windows key + R, typing “%temp%” in the Run dialog box, and pressing Enter. Look for files with names related to the corrupted Excel file. These files may have extensions like “.tmp” or other temporary file extensions. Copy the relevant temporary files to a different location and try renaming them with the “.xls” or “.xlsx” extension (depending on the original file format) and opening them in Excel.

4. Using Specialized Data Recovery Software

If your Excel file is corrupted and cannot be opened, Panda Assistant can help you recover and restore it with ease. Whether the corruption is due to a system crash, power failure, or file format error, Panda Assistant’s advanced recovery technology ensures the best chance of restoring your data.

To begin, launch Panda Assistant and select the location where your corrupted Excel file is stored. The software performs a deep scan, detecting and repairing damaged or unreadable Excel files (.xlsx, .xls). After scanning, Panda Assistant provides a preview of the recoverable file, ensuring that your data is intact.

Click Restore to recover the repaired file and save it to a different location to prevent further corruption. If the file remains unreadable, Panda Assistant can extract cell data, formulas, and formatting, minimizing data loss.

5. Preventive Measures

5.1 Regular Backups

One of the most effective ways to prevent data loss due to file corruption is to perform regular backups. You can use external hard drives, cloud storage services (such as Google Drive, Dropbox, or OneDrive), or network storage devices to store backups of your Excel files. Set up a schedule for backups, whether it’s daily, weekly, or monthly, depending on how often the files are updated. This way, if a file becomes corrupted, you can simply restore the most recent backup.

5.2 Keep Software Updated

Make sure to keep Excel and your operating system up to date. Software updates often include bug fixes and security patches that can prevent file corruption issues. Enable automatic updates for Excel and your operating system so that you don’t have to remember to check for updates manually. Additionally, keep your antivirus software updated to protect against malware that could potentially corrupt your files.

5.3 Use Uninterruptible Power Supplies (UPS)

As mentioned earlier, power surges and outages can cause file corruption. Using a UPS can provide a temporary power source in case of a power outage, allowing you to safely close Excel and other applications. This helps prevent data loss and corruption due to sudden power interruptions.

5.4 Handle Files Properly

When transferring files, make sure the transfer is complete and uninterrupted. Avoid disconnecting storage devices while a file transfer is in progress. Also, be careful when saving files, double-checking the file format and location before clicking the save button. Keep your files organized in a logical directory structure to avoid accidentally overwriting important files.