Deleting an important document, photograph, video or work folder from a computer can cause panic, especially when the file is needed immediately. However, deleting a file does not always mean it is gone permanently.
The first thing to do is avoid making unnecessary changes to the computer. Then check the normal recovery locations before moving on to backups or dedicated recovery tools.
The recovery method depends on whether you use Windows or a Mac and whether the deleted file was backed up.
Check the Recycle Bin on Windows
If you are using Windows, start with the Recycle Bin.
Open the Recycle Bin from the desktop and look for the deleted file. If you find it, right-click the file and select Restore.
Windows normally keeps deleted files in the Recycle Bin unless they were permanently deleted or removed through another method. Microsoft provides the Recycle Bin as the first place to look for files deleted from Windows.
The restored file should return to its previous location.
Check the Trash on a Mac
Mac users should open the Trash from the Dock.
Look through the deleted files and locate the one you need. Select it and use the option to put it back, or drag it out of the Trash.
Apple explains that files moved to the Mac Trash are not permanently deleted until the Trash is emptied.
If you have already emptied the Trash, move to the next recovery option rather than repeatedly searching the same location.
Check cloud storage
If you use a cloud service to store or synchronize your files, check its deleted-items or recovery area.
This can be particularly useful for files stored in services that maintain their own deleted-file history.
Also check whether the file may simply have been moved to another folder rather than deleted. Search by the file name, file extension or a word you remember from the document.
For example, if you lost a document called “Business Plan,” search for terms such as:
- Business Plan
- .docx
- .xlsx
- .pptx
Sometimes a missing file is still on the computer but has been accidentally moved.
Use Windows File History
Windows includes File History, which can keep previous versions of personal files and folders when it has been configured beforehand.
Microsoft explains that File History can protect files stored in locations such as Documents, Pictures, Videos and Music and can be used to restore earlier versions.
To check for a previous version:
- Open File Explorer.
- Go to the folder where the file used to be.
- Right-click the folder.
- Select Restore previous versions.
- Look through the available versions.
- Select the version containing your missing file.
- Restore it or choose a different location if you do not want to replace the current folder.
This method is particularly useful when the file was deleted after File History had already created a backup.
Use Windows File Recovery for permanently deleted files
If the file is no longer in the Recycle Bin and there is no usable backup, Windows has a Microsoft tool called Windows File Recovery.
Microsoft warns that continued use of the affected storage drive can reduce the chances of recovering deleted data because new information may overwrite the space where the deleted file existed.
For that reason, avoid downloading large files, installing unnecessary programs or copying lots of new data to the affected drive if the deleted file is particularly important.
Windows File Recovery can use different recovery modes depending on the storage device and circumstances. Microsoft also recommends using another drive as the destination when recovering data from a single-drive computer.
Recover deleted files with Time Machine on Mac
Mac users who have Time Machine backups have another recovery option.
Open the folder where the deleted file originally existed, then enter Time Machine. You can move backward through available backups and locate the missing file.
Apple says Time Machine can restore individual files or older versions of files from a backup.
Once you locate the file, select it and choose Restore.
The file should return to its original location.
Search for previous versions of a document
Some applications maintain earlier versions of documents.
If you accidentally changed or replaced an important document rather than deleting it, check the application’s version history or recovery options.
On Mac, Apple notes that applications such as TextEdit and Preview can provide access to earlier versions of documents.
Office applications and other productivity software may also have their own recovery systems.
Check automatic backups
Think about where the file may have existed before it disappeared.
Was it:
- On an external hard drive?
- On a USB drive?
- In cloud storage?
- Inside a shared work folder?
- On another computer?
- In an email attachment?
- In a messaging application?
- In an automatic backup?
If you previously sent the document to someone by email, for example, you may still have a copy attached to the message.
Stop using the drive if the deleted file is extremely important
This is one of the most important steps after permanent deletion.
If the file is valuable and is not available through the Recycle Bin, Trash or a backup, avoid using the affected storage device unnecessarily.
Do not immediately install several recovery programs onto the same drive. Installing new software can write data to the drive and potentially overwrite recoverable information.
For very important business, school or personal files, professional data-recovery assistance may be appropriate.
Be careful with file-recovery software
Many applications claim they can recover permanently deleted files. Some may be legitimate, but you should investigate the software before installing it.
Never download recovery software from an unfamiliar website simply because it promises guaranteed recovery.
Also be careful about where recovered files are saved. Saving recovered data onto the same drive you are trying to recover can create additional problems.
What if the computer itself will not start?
If you cannot start Windows normally, the situation is different.
Do not immediately reset or reinstall the operating system if important files are still on the computer and have not been backed up.
Microsoft’s recovery guidance includes several recovery options for computers that start incorrectly, freeze or fail to boot, but some recovery procedures can result in data loss.
If the data is important, focus on protecting and recovering the files before choosing a destructive recovery option.
How to prevent losing important files again
The easiest recovery method is a backup that already exists.
For Windows, consider enabling File History or another reliable backup system. Microsoft describes File History as a way to automatically save copies of personal files to an external drive or network location.
For Mac, Time Machine can automatically back up files and make previous versions available for recovery.
For particularly important files, consider keeping more than one copy in different locations.
Final thoughts
If you accidentally delete an important computer file, do not panic and do not immediately install random recovery software.
Start with the Recycle Bin on Windows or Trash on Mac. Then check cloud storage, backups and previous versions. Windows users can investigate File History, while Mac users can use Time Machine when it has been configured.
If the file was permanently deleted and no backup exists, reduce your use of the affected drive and consider an appropriate recovery tool or professional data-recovery service.
The sooner you stop unnecessary activity on the affected storage device, the better you protect whatever recoverable information may still remain.