How to Recover Lost Data and Fix Corrupted Excel Files on Windows / Mac

In today’s digital age, Excel files are essential for managing data, from personal finances to business analytics. However, these files can sometimes get corrupted or lost, causing significant inconvenience and potential data loss. Whether you’re a Windows or Mac user, there are effective methods to recover lost data and fix corrupted Excel files. This guide will walk you through the steps to recover your valuable data and restore your Excel files to working order.

Understanding the Causes of Excel File Corruption

Before diving into recovery methods, it’s helpful to understand what can cause an Excel file to become corrupted:

1. Power Failures: Sudden power outages can disrupt the saving process.
2. Software Crashes: Excel or your operating system crashing can leave files in an unstable state.
3. Improper Shutdown: Shutting down your computer without closing Excel properly can corrupt open files.
4. Virus/Malware Attacks: Malicious software can damage or delete Excel files.
5. Faulty Storage Devices: Hard drives and USB sticks can fail, leading to file corruption.

Recovering Lost Excel Data

1. Using Built-in Recovery Options

For Windows Users:

• AutoRecover: Excel’s AutoRecover feature automatically saves your work at regular intervals. To access it, open Excel and go to File > Info > Manage Workbook > Recover Unsaved Workbooks.
• Previous Versions: Windows maintains previous versions of files. Right-click the corrupted Excel file, select Restore previous versions, and choose a version to restore.

For Mac Users:

• AutoRecover: Similar to Windows, Excel for Mac also has AutoRecover. To find AutoRecovered files, go to File > Open Recent > Recover Unsaved Workbooks.
• Time Machine: If you use Time Machine for backups, you can restore previous versions of your Excel files. Open Time Machine, locate your Excel file, and restore it from a backup.

2. Using File Recovery Software

When built-in options fail, third-party file recovery software can help. Here are some reputable tools:

• Recuva (Windows): A powerful tool that recovers deleted files from hard drives, USB drives, and more.
• Disk Drill (Windows/Mac): Provides comprehensive data recovery solutions for both Windows and Mac users.
• EaseUS Data Recovery Wizard (Windows/Mac): A user-friendly tool for recovering lost files, including Excel documents.

Fixing Corrupted Excel Files

If you’ve managed to recover your file but it’s corrupted, follow these steps to repair it:

1. Open and Repair Feature

Excel has a built-in repair feature:

1. Open Excel.
2. Go to File > Open.
3. Browse and select the corrupted file.
4. Click the arrow next to the Open button and select Open and Repair.
5. Choose Repair to recover as much data as possible. If that fails, choose Extract Data.

2. Save as a Different Format

Sometimes, saving the corrupted file in a different format can help:

1. Open the corrupted file.
2. Go to File > Save As.
3. Choose a different file format, such as .xls or .xml.
4. Save and then reopen the file in Excel.
5. Save it back to the original format after repairing.

3. Use Excel’s Safe Mode

Opening Excel in Safe Mode can sometimes resolve corruption issues:

1. Press Ctrl (Windows) or Option (Mac) while starting Excel.
2. This disables add-ins and opens Excel in a basic state.
3. Open the corrupted file and attempt to save or repair it.

4. Third-Party Repair Tools

When built-in methods don’t work, specialized repair tools can come to the rescue:

• Stellar Repair for Excel (Windows/Mac): Designed specifically for repairing corrupted Excel files.
• Kernel for Excel Repair (Windows): Another effective tool for restoring corrupted Excel documents.

Preventing Future Corruption

To minimize the risk of Excel file corruption in the future:

1. Regular Backups: Use cloud services or external drives to regularly back up important files.
2. Stable Power Supply: Use a UPS (Uninterruptible Power Supply) to protect against power outages.
3. Updated Software: Keep Excel and your operating system updated to benefit from the latest security patches and features.
4. Avoid Abrupt Shutdowns: Always shut down your computer properly.

Conclusion

By following these steps, you can effectively recover lost data and repair corrupted Excel files on both Windows and Mac systems. Ensuring regular backups and safe computing practices can save you a lot of headaches in the future.