Use this guide as soon as you notice a file is missing, overwritten or was never saved. Stop saving new files to the same drive if you can, and have your computer, any cloud account you use and your backup drive to hand.
Step by step
Stop and note what happened
Write down the file name, where it was stored and roughly when you last saw it. Avoid installing new programs or saving large files on the same drive, because this can overwrite deleted data. Knowing the time helps you pick the right version later.
Search and check the bin
Use the search box in File Explorer or Finder with part of the file name, as files are often just saved in an unexpected folder. Then open the Recycle Bin on Windows or the Bin on a Mac, find the file and choose Restore. Sorting by date deleted makes it quicker to spot.
Look for autosaved and unsaved versions
In Microsoft Word, Excel or PowerPoint, go to File, then Info, then Manage Document, and choose Recover Unsaved Documents. Reopen the program too, as a Document Recovery panel often appears after a crash. Google Docs and similar online editors save as you type, so check Recent files.
Use version history for overwritten files
If you saved over a good version, open the file and look for Version History in the File menu of Office, Google Docs or your cloud storage. On Windows, right-click the file or folder and try Restore previous versions if File History was switched on. Restore a copy alongside the current file rather than replacing it straight away.
Check cloud bins and backups
Sign in to OneDrive, Google Drive, iCloud Drive or Dropbox on the web and open the bin or deleted files area, which is separate from your computer's bin. Items are kept there only for a limited time, so act quickly. If you use Time Machine on a Mac or an external backup drive, browse to the date before the loss and restore the file.
Protect yourself for next time
Once the file is back, save a second copy in another location. Turn on AutoSave or AutoRecover in your office apps and make sure your main documents folder is backed up or synced. Consider shortening the AutoRecover interval so you lose less work after a crash.
Ready-to-use checklist
- Stopped saving new files to the same drive
- Searched by part of the file name
- Checked the computer's Recycle Bin or Bin
- Tried Recover Unsaved Documents in Office
- Checked version history for overwritten files
- Checked the cloud storage bin on the web
- Looked in Time Machine or other backups
- Turned on AutoSave and a regular backup
Practical tips
- Restore an older version as a copy first so you can compare it with the current file before deleting anything.
- Emails you sent with the file attached are an easy forgotten backup, so search your sent items.
- Paid data recovery software or services are a last resort, so try every free built-in option first and avoid using the drive meanwhile.
Common problems
The Recycle Bin is empty because I emptied it or deleted with Shift+Delete.
Check cloud storage bins and any backups, as these are separate from the computer. If there is nothing there, stop using the drive and consider a reputable recovery tool or a professional service, accepting that success is not guaranteed.
Recover Unsaved Documents shows nothing after a crash.
Search your computer for files ending in .asd or .wbk, which are Word recovery and backup files, and check the AutoRecover folder location shown in the program's Save options. If the file was stored in OneDrive, open it on the web and check its version history.
The file opens but says it is corrupted.
Try File, Open, then choose Open and Repair from the Open button menu in Office. If that fails, restore an earlier version from version history or a backup, and copy out any text you can salvage into a new document.
This guide gives general information, not personal legal, financial or medical advice. Rules and prices change, so check the current position with the official service before acting.
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