Recover deleted xls file

Microsoft Excel, a staple in the world of spreadsheets, is commonly used for everything from data analysis to business forecasting and personal record-keeping. Excel files, or .xls files (though .xlsx has become the standard format), contain vital data that users rely on for critical decision-making. 

When an Excel file is deleted, whether from a local drive, network share, or cloud storage, it can feel like a disaster. But the good news is that all hope is not lost. Data recovery tools and methods provide a way to restore these files if they are deleted, and sometimes even when they have been permanently removed from the Recycle Bin.

1. Basics of File Deletion

Before we dive into the recovery methods, it’s important to understand what happens when you delete a file. When you delete an Excel file, it doesn’t get instantly erased from your hard drive. Instead, the system marks the space the file occupies as available for new data. Until that space is overwritten by new files, it’s often possible to recover the deleted file.

Soft Deletion: When you delete a file, it first goes to the Recycle Bin (Windows) or Trash (macOS). The file can easily be restored from there, as it hasn’t been physically removed from the disk yet.

Hard Deletion: If you empty the Recycle Bin or use the Shift + Delete command (Windows), the file is marked as deleted, but the data still exists on the drive until it is overwritten. The data becomes harder to recover as new data is written to that space.

2. Check the Recycle Bin (Windows) or Trash (macOS)

The first place to check when you realize you’ve lost an Excel file is the Recycle Bin (on Windows) or Trash (on macOS). Deleting a file typically moves it to this temporary location. Restoring files from the Recycle Bin or Trash is easy and can be done in just a few clicks.

For Windows:

Open the Recycle Bin by double-clicking the icon on your desktop.

Look for the deleted .xls file. You can search for it by name if you remember the filename.

Right-click on the file and select Restore. This will return the file to its original location on your computer.

For macOS:

Open the Trash by clicking its icon in the Dock.

Browse through the files or use the search bar to find your .xls file.

Right-click on the file and select Put Back. The file will be restored to its original location.

3. Use File History (Windows) or Time Machine (macOS)

If the file isn’t in the Recycle Bin or Trash, you may be able to restore it using File History (Windows) or Time Machine (macOS). These built-in backup utilities automatically save versions of your files, making it easier to recover deleted data.

For Windows (File History):

Open File Explorer and navigate to the folder where the file was last located.

Right-click on the folder and select Restore previous versions.

From the list of available versions, choose a version from before the deletion.

Click Restore to recover the folder and its contents, including your deleted .xls file.

For macOS (Time Machine):

Connect your Time Machine backup drive if it’s not already connected.

Open the folder where your file was located.

Launch Time Machine by clicking the Time Machine icon in the menu bar.

Use the timeline to find a backup from before the deletion.

Select the .xls file and click Restore.

4. Use Data Recovery Software

5. Check Cloud Storage Backups

If you use cloud storage solutions like OneDrive, Google Drive, or Dropbox, it’s possible that your file was automatically synced and backed up to the cloud. Most cloud storage services retain deleted files for a period before permanently erasing them.

For OneDrive:

Log in to your OneDrive account on the web.

Navigate to the Recycle Bin on the left-hand sidebar.

Browse the deleted files and restore the .xls file by clicking Restore.

For Google Drive:

Go to Google Drive and click on the Trash folder in the left sidebar.

Search for the file and select it.

Right-click on the file and select Restore.

For Dropbox:

Log in to your Dropbox account.

Go to the Deleted files section.

Browse or search for the deleted .xls file and select Restore.

6. Contact Professional Data Recovery Services

If the file is not recoverable using the methods above, or if your drive is physically damaged (e.g., after a crash or water damage), it may be time to contact professional data recovery services. These services specialize in retrieving lost or damaged files and can often recover data that standard methods can’t.

Professional data recovery services involve sending your storage device to an expert who will use specialized equipment and techniques to retrieve your lost file. Keep in mind that these services can be expensive, and there’s no guarantee that they will be able to recover the data. However, if the file is vital and no other methods work, this could be your last option.

7. Prevent Future Data Loss

To prevent future data loss, consider implementing the following strategies:

Regular Backups: Set up automatic backups using tools like File History (Windows), Time Machine (macOS), or a third-party backup solution. Regularly back up critical files to an external drive or cloud service.

Cloud Storage: Use cloud storage services like OneDrive, Google Drive, or Dropbox to ensure your files are automatically backed up and accessible from any device.

File Recovery Software: Keep data recovery software installed so you can act quickly in case of accidental deletion.