How to Recover Deleted Files (Complete Guide)

Most of us encounter this, delete a file and realize it is important after it’s gone. This article will show you how your files can be recovered again using the right recovery tools or software.

Before you start to panic, make sure to check first all your backups and the trash. Maybe you save a copy somewhere, a simple search sometimes solves your problem.

If you can’t find anything, you can start the recovery process, but let me first give you an overview when the file is deleted.

When your computer uses Hard Disk Drive (HDD) you have a chance to recover the deleted files. When you delete a file, the file is not immediately erased from the disk, only marked as free. Your computer reads it as free space and can be written. But, most computer now uses Solid-State Drive (SSD) or NVMe, or Non-Volatile Memory Express.

Read: Best free data recovery software

The first thing that you need to do when you realize that the file that you deleted is important is to stop whatever you are doing on your computer, better to shut it down, especially if the file location is in the system drive or where the Operating System is running because it may be overwritten your file.

If the file is on an external drive (e.g. Flash drive, SD card) make sure you don’t use it first.

How to Recover Deleted Files?

Recovering deleted files depends on several factors, such as how the files were deleted, whether they were overwritten, and the type of device or operating system you’re using. Below is a detailed guide covering various methods for recovering deleted files on different platforms.

1. Check the Recycle Bin or Trash (Windows/macOS)

When you delete files, they typically go to the Recycle Bin (Windows) or Trash (macOS) first, rather than being permanently deleted.

Windows

• Open the Recycle Bin from your desktop.
• Look for the file you want to recover.
• Right-click the file and select Restore to return it to its original location.

macOS

• Open the Trash from the dock.
• Find the file you need.
• Right-click and select Put Back to restore the file to its original location.

2. Use File History or Backup (Windows/macOS)

If you’ve set up a backup or file history system, you can restore deleted files from there.

Windows File History

• Go to the folder where the file was originally located.
• Right-click inside the folder and select Restore previous versions.
• Choose a version of the folder from a previous date before the file was deleted, then restore it.

macOS Time Machine

• Open Time Machine from the menu bar or Applications folder.
• Navigate through the timeline on the right side to the date before the file was deleted.
• Select the file and click Restore to recover it.

3. Use Data Recovery Software

If the file has been permanently deleted (including from the Recycle Bin or Trash), data recovery software can scan your drive for remnants of the deleted file.

Popular Recovery Software

• Recuva (Windows): A free tool that can recover files from hard drives, USBs, memory cards, and more.
• Disk Drill (Windows/macOS): Offers a free version for basic recovery and scans for deleted files.
• EaseUS Data Recovery Wizard (Windows/macOS): Provides a user-friendly interface and allows you to recover files easily.
• TestDisk (Linux, Windows, macOS): An open-source option for advanced users that can recover lost partitions and repair filesystems.

Steps to Recover Using Software

1. Download and install the recovery software on a different drive (not the one where the deleted files were located to avoid overwriting).
2. Open the software and select the drive or folder where the file was deleted.
3. Run a scan to search for recoverable files.
4. Once the scan is complete, locate the file in the list of recoverable items and choose Recover.

4. Cloud Storage Recovery

If your file was stored in a cloud service like Google Drive, Dropbox, or OneDrive, these platforms usually have a trash or recycling feature that allows you to recover deleted files within a set period (usually 30 days).

Google Drive

1. Go to Google Drive.
2. Click on Trash in the left-hand menu.
3. Locate the file and right-click to Restore it.

Dropbox

1. Go to your Dropbox account.
2. Click on Deleted Files in the left-hand menu.
3. Select the files you want to recover and click Restore.

OneDrive

1. Go to the OneDrive website.
2. Click on the Recycle Bin.
3. Find the file and click Restore.

5. Check for File Version History (Cloud and Local Files)

Some cloud storage services and file systems keep version histories of files, which allows you to restore a previous version of the file rather than recovering the deleted one.

• Google Docs/Sheets/Slides: Go to File > Version History.
• OneDrive: Right-click a file and select Version History to restore a previous version.

6. Restore from Backup (External Drive or Network)

If you have an external backup drive or use a network-based backup service, you can restore files from these backups.

Windows Backup & Restore

1. Go to Control Panel > System and Security > Backup and Restore.
2. Click Restore my files and follow the instructions to recover lost data.

macOS Time Machine

If you regularly back up your Mac using Time Machine:

• Open Time Machine and navigate to the folder where the file was located.
• Use the timeline to locate a backup copy of the file, then click Restore.

7. Check Temporary or Hidden Files

Some applications (such as Microsoft Word or Excel) automatically save temporary copies of files. These may be located in hidden folders.

Steps (Windows)

1. Open File Explorer and go to View > Options > Change folder and search options.
2. In the View tab, select Show hidden files, folders, and drives.
3. Navigate to the location where the file was saved or check the temporary files folder:
   C:\Users\[YourUsername]\AppData\Local\Temp

Steps (macOS)

1. Open Finder and press Cmd + Shift + . (period) to reveal hidden files.
2. Navigate to the folder where the file was last saved or check ~/Library/Containers for application-specific temporary files.

8. Professional Data Recovery Services

If the above methods fail, or the data is highly valuable, you may consider professional data recovery services. These experts can use specialized tools to recover data from damaged, formatted, or corrupted drives. Note that these services can be costly.

Important Tips

• Stop Using the Drive Immediately: The more you use the drive where the file was deleted, the higher the chance that the deleted file will be overwritten.
• Backup Regularly: To avoid data loss in the future, regularly back up important files using external drives, cloud storage, or system backup tools.
• Act Quickly: Files that are recently deleted have a higher chance of recovery, so it’s best to take action as soon as you realize a file is missing.

By following these methods, you increase your chances of recovering deleted files effectively.