How to Recover an Excel File on a Mac: A Complete Guide

Did you lose an important Excel file on your Mac due to a crash or accidental deletion? Before considering the data lost, there are several methods you can try to recover it. This guide will walk you through the steps needed to recover both deleted and unsaved Excel files on your Mac. Let’s first explore the different scenarios in which an Excel file can disappear and the immediate actions you should take to maximize your chances of recovery.

What You Should Do First if an Excel Document Disappeared on Mac

When you realize your Excel document has disappeared on your Mac, follow these immediate steps to increase your chances of recovery. These initial actions can help you locate the missing file quickly without needing advanced recovery tools:

• Look for the closed Excel file in the list of recently opened documents. For this, open Excel and choose Recent from the File menu. This method works well if the Excel file disappeared recently but is now not visible in its original location.

• Launch Finder and use the search function to look for the file by name or file type (e.g., .xls or .xlsx). This method helps in cases where the Excel document disappeared or might have been moved or renamed.

• Check Trash and see if the deleted Excel file is there. Right-click the file and select “Put Back.” Files can often end up in the Trash by mistake, causing you to think the Excel file is missing.

By taking these steps, you can often locate the missing Excel file without needing more complex recovery methods. If these initial actions do not resolve the issue, proceed to the next sections where we discuss detailed recovery methods.

Best Ways to Recover a Deleted Excel File on Mac

Deleting a file by accident can happen to anyone. Fortunately, there are multiple ways to recover deleted Excel files on a Mac. These methods range from checking the Trash to using specialized recovery software. Each method has its unique advantages and is suitable for different situations, depending on how and where the file was deleted.

Recover Deleted Excel File with Disk Drill

Using recovery software is often the most effective way to retrieve permanently deleted, or lost Excel files on a Mac. Disk Drill is a robust tool specifically designed to handle Excel file recovery. You can rely on Disk Drill if other methods don’t succeed. Disk Drill provides a user-friendly interface and extensive scanning capabilities, making it an excellent choice for Mac users needing to recover deleted Excel files.

To recover deleted Excel files with Disk Drill:

1. Visit the Disk Drill website and download the software. Open the downloaded file and follow the on-screen instructions to install it on your Mac.

2. Launch Disk Drill and select the drive where the file was stored. Click “Search for lost data” to start scanning the drive for recoverable files. This process might take some time, depending on the size of the drive and the number of files.

3. Once the scan is complete, browse through the list of recoverable files.

4. Use the search function to find your specific Excel file by name or extension. After locating your Excel file, select it and click “Recover” again. Choose a secure location to save the recovered file and confirm the recovery.

Disk Drill has a high success rate for recovering deleted or unsaved Excel files on Mac, along with other types of data. Disk Drill can restore files from USB drives, hard drives, SD cards, and even from crashed Mac devices.

Restore the Excel File Using Time Machine

Time Machine is a built-in backup solution for macOS that allows you to recover files from previous backups. If you have been using Time Machine to back up your Mac, you can restore a deleted Excel file from a backup.

Using Time Machine offers a reliable way to retrieve Excel files that were deleted, overwritten, or lost in your Mact. Regular backups can save you from data loss, providing peace of mind knowing that your important documents are safe.

To recover deleted Excel files with Time Machine:

1. Connect the Time Machine backup drive to your Mac.

2. Open Time Machine by clicking the Time Machine icon in the menu bar and selecting “Browse Time Machine Backups”.

3. Navigate through the backups using the timeline on the right side of the screen to find the Excel file.

4. Select the file and click “Restore” to return it to its original location.

This method is particularly useful if you maintain regular backups with Time Machine, allowing you to recover files from different points in time.

Recover Lost Excel Files from Online Backup (iCloud)

iCloud is Apple’s cloud storage service that allows you to store and sync files across your devices. If you have enabled iCloud Drive on your Mac, you can recover deleted or lost Excel files from iCloud. iCloud for backup provides an additional layer of security, and makes your files accessible from any device with internet access. This method is especially useful if you travel frequently or use multiple devices for work.

To retrieve your deleted Excel files from iCloud:

1. Open a web browser and go to iCloud.com. Log in with your Apple ID and password.

2. Navigate to iCloud Drive and browse through your folders to find the deleted Excel file.

3. Use the search function if you know the name of the file. This can help you locate it more quickly. Select the file and click the download icon to restore it to your Mac.

iCloud for backup provides an additional layer of security, and makes your files accessible from any device with internet access. This method is especially useful if you travel frequently or use multiple devices for work.

Effective Ways to Recover an Unsaved Excel File on Mac

If you have lost an unsaved Excel file on your Mac due to a crash or unexpected shutdown, several methods can help you recover it. These methods utilize built-in features and temporary storage locations that Excel and macOS use to protect your data.

Recover the Unsaved Excel File from Temporary Files

macOS stores temporary files that can help recover unsaved documents. This method is useful if you closed an Excel file without saving or if it crashed unexpectedly.

To find and recover unsaved Excel files from temporary files:

1. Open Finder and go to Applications > Utilities > Terminal.

2. In the Terminal window type open $TMPDIR and press Return.

3. Locate the “TemporaryItems” folder and look for files with the .xls or .xlsx extensions.

4. Copy the desired file to another location and rename it with the .xls or .xlsx extension if necessary.

Temporary files can be a valuable resource when your Excel spreadsheet disappears due to an unexpected shutdown or crash.

Retrieve Lost Excel File from the AutoRecover Folder

Excel’s AutoRecover feature periodically saves your work, which can help you recover unsaved changes or files lost due to a crash. When you reopen Excel after a crash or unexpected shutdown, the AutoRecover feature will automatically offer to open the unsaved file.

To recover unsaved Excel files from the AutoRecover folder:

1. Open the Word menu, and click “Preferences”.

2. Select Personal Settings > File Locations.

3. Click “AutoRecovery files” under File Locations.

4. Now you know the location of Autorecovery files and could easily renew them.

This method is effective for recovering unsaved Excel files that were being actively edited when Excel crashed.

Recover Lost or Unsaved Excel File from AutoSave on Mac

AutoSave is a feature available in Microsoft 365 (formerly Office 365) that saves your work automatically in real-time. This feature can help you recover files that you forgot to save.

To retrieve unsaved Excel files using AutoSave:

1. Open Excel and go to File > Open Recent.

2. Look for the unsaved file in the list of recent documents.

3. Open the file and save it to a secure location.

AutoSave is particularly useful for recovering unsaved Excel files if you use Microsoft 365 on your Mac.

Tips to Keep Your Excel Files Safe on a Mac

Proper management of Excel files can help prevent data loss and make it easier to recover files if something goes wrong. Here are some best practices to verify your Excel files are always safe and accessible:

• Create regular backups of your Excel files to avoid losing important data. Use Time Machine, iCloud, or another backup solution. This guarantees your files are always backed up and can be restored if necessary.
• Enable AutoSave, this easy step will minimize the risk of losing unsaved changes. AutoSave is a feature available in Microsoft 365 that saves your work automatically in real-time. By enabling AutoSave, you minimize the risk of losing unsaved changes.
• Keep your Excel files organized in clearly labeled folders. This practice makes it easier to find specific files and reduces the risk of accidental deletion or misplacement.
• Save new versions of important files to avoid accidental overwrites. Use version numbers or dates in file names to keep track of different versions.
• Protect sensitive Excel files with strong passwords to prevent unauthorized access. This step adds an extra layer of security to your important data.
• Check if AutoRecover is enabled in Excel. Go to Preferences, choose Save and verify that the AutoRecover option is checked. This setting helps in recovering unsaved work in case of a crash.
• Keep track of any recurring crashes with Excel files. Frequent crashes may indicate issues with the software or file corruption. Regularly update Excel to the latest version to reduce the risk of crashes.

By implementing these best practices, you can effectively manage your Excel files on a Mac and minimize the risk of data loss. If an issue arises, the steps you’ve taken will make recovery simpler and more effective.

Conclusion

Recovering Excel files on a Mac involves various methods for different situations, whether the files are deleted, unsaved, or lost due to crashes. By using tools like Disk Drill, Time Machine, iCloud, and built-in features like AutoRecover, you can effectively restore your important data. Additionally, implementing best practices for file management will help you minimize the risk of future data loss. By following the steps outlined in this guide, you can efficiently recover and manage your Excel files on a Mac.

FAQ

Where are Excel AutoSave files stored on Mac?

AutoSave files are stored in the “AutoRecover” folder within the Microsoft User Data directory. This folder is located in the Library folder on your Mac. Checking this location can help you recover unsaved changes if Excel crashes or closes unexpectedly.

How can I recover a previous version of an Excel file on Mac?

You can recover a previous version of an Excel file using Time Machine or iCloud Drive.If these methods don’t work, consider using Disk Drill to scan your Mac for older versions of the file.

What should I do if my Excel document disappeared on Mac?

If your Excel document disappeared, first check the list of recently opened documents in Excel. If it’s not there, use Finder to search for the file by name or extension (.xls or .xlsx). Also, check the Trash to see if the file was accidentally deleted. Lastly, look in the AutoRecover folder in Microsoft User Data. If you still can’t find the document, use Disk Drill to scan your Mac for recoverable files.

Can I recover an unsaved Excel file on Mac?

Yes, you can recover unsaved Excel files on a Mac using AutoRecover, temporary files, or the recent files list in Excel. Check the AutoRecover folder in Microsoft User Data, search for temporary files using Terminal, or look in the Recent list in Excel to find and save the unsaved file. If these methods fail, Disk Drill can help you recover unsaved files from your Mac.

How to recover a closed Excel file on Mac?

To recover a closed Excel file on a Mac, open Excel and go to File and Open Recent. Find the file in the list of recently opened documents and open it. If the file was closed without saving, check the AutoRecover folder or temporary files for a saved version. If necessary, use Disk Drill to search for and recover closed files on a Mac.

How to recover an overwritten Excel file on Mac?

To recover an overwritten Excel file on a Mac, use Time Machine or iCloud Drive. Connect the Time Machine backup drive, enter Time Machine, navigate to a date before the file was overwritten, and restore the previous version. For iCloud Drive, log in to iCloud.com, navigate to iCloud Drive, find the file, and check for previous versions. If these options are not available, Disk Drill can be used to recover overwritten files by scanning your drive for previous versions.