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How to Recover Unsaved Excel Files [All Options + Precautions]

Excel has a few functionalities where it can help you recover unsaved Excel files or data in some cases.

Here are three scenarios where Excel’s in-built checks can help you recover files/data:

1. You are working on a new file (which you haven’t saved yet) and your system/Excel crashes.
2. You updated a file which has been saved earlier and Excel crashes before you could save it.
3. You made a mistake and saved the changes, but now want to go back to the previous version.

Recover a New Unsaved Excel File (that has never been saved)

If you are working on something and Excel crashes (or your system crashes), you can still recover that unsaved file.

Below are the steps to recover an unsaved Excel file:

1. Open a new Excel workbook.
2. Click the ‘File’ tab
3. Click on ‘Open’
4. Click the Recent Workbook option (it’s at the top-left)
5. Click the ‘Recover Unsaved Workbooks’ button which is at the bottom
6. In the dialog box that opens, scroll through the list of unsaved Workbooks and open the one you want.
7. Save the file (using the ‘Save As’ option) with a different name in the location of your choice.

By default, Excel saves a copy of all the unsaved files at the following location:

C:\Users\[YourSystemName]\AppData\Local\Microsoft\Office\UnsavedFiles

In the above address, you need to replace [YourSystemName] with the name of your system (which is ‘Sumit’ in my case).

You can also go directly to this folder (where unsaved copies of Excel files are saved) by opening any browser and copy-pasting the address in it (in the place of URL).

When you open any file from this folder, you will see a notification bar that will prompt you to save it.

Click on it and save it at a new location with a name of your choice.

Note: By default, all the recovered unsaved files are in the ‘XLSB’ format. When you save it, make sure you’re saving it in a format you want.

With this method, you can recover files which you created but never saved.

Recover Updated Excel Files (the previous version was saved)

This method can be used for files which you have saved earlier, and Excel crashed (or the system crashed or the power went off) when you were working on it.

So you still have the previously saved file, but you lost the changes you did.

Below are the steps to recover the updated Excel file:

1. Open any of the existing Excel Workbook.
2. As soon as it opens, you will see a document recovery pane that lists all the unsaved files. Click on any the file names to load the data.
3. When you get the data you want, save the file with a different name.

Alternatively, you can also open the Excel application, and you will see the ‘Show Recovered Files’ option (as shown below).

You can click on it and it will open the same Document Recovery pane.

Recover Overwritten Excel Files / Previously Saved Version (from within Excel)

While in the above two methods you can blame Excel or Windows for crashing or the power failure, this one is purely on you.

This is the case when you have a saved Excel file and you update the data and save it again.

But you end up making some changes you don’t want now (happens to me a lot).

What you really want is to get the previous version back.

While you can’t go back in life and correct your mistakes (unless you have a time machine of course), you can do that in the wonderful world of Excel spreadsheets.

In Excel 2010 and versions after that, Excel got an in-built feature to help you get the previous versions.

Below are the steps to revert to a previous version of Excel (even when you have updated and saved it):

1. Click the File tab.
2. In the Info page, click on Manage Workbook, you’ll find all the previous versions of that file.
3. Click on the version you want to restore
4. Save the file (preferably with a new name).

When you select a previously saved version and open it, Excel will show you a prompt as shown below. You can click on Restore to get the previous version that you have selected or can save it as a new file with a different name.

Note that for this to work, you need to make sure that AutoRecover option is enabled. While it usually is enabled by default, it’s something you can check and ensure. I cover how to enable ‘AutoRecover’ later in this tutorial.

When it comes to recovering unsaved Excel files or data, these are the three in-built options in Excel that can be used.

Another way (which I highly recommend) is to save your files on the cloud (OneDrive or DropBox). This takes away a lot of worries as the cloud services keep previous versions of your files.

Recovery of MS Excel Content from Temp Files

Microsoft Office has extensive AutoSave and Auto Recovery options that allow you to rescue your work in the event that it is lost due to a power failure, system crash or plain human error. However many people don't know how to use these features or that they even exist.

Even if you don't have these features enabled, you can sometimes recover data from the various temporary files that are created by Office while you are working on the document.

Microsoft have changed the way AutoSave and Auto Recover works in different versions of Office. Therefore you may want to experiment before you rely on this information.

Finding the Temporary Files

When a new file is started a temporary file is created. This can be either in the windows temp directory, in "C:\ Documents and Settings\<username>\Application Data\Microsoft". If the file is stored on a network drive then it will be temporarily created there.

This temporary file will have a few different letters after the tilde (or squiggly line " ~ ") . These are good ones to look for to find some lost info. There are others, but these are the ones most likely to contain data that can be recovered.

Finding and using the temporary and auto save files

Excel doesn't have the AutoSave feature enabled as default, you have to add it. This is because it isn't always practical to have this functionality enabled. If you have it enabled and want to experiment with a spreadsheet, you should create a copy then open that so that the AutoSave doesn't overwrite the original.

To enable the AutoSave feature, you have to use an Add In. Go to "Tools" "Add ins" and choose "AutoSave".
 With Office XP, AutoSave has been moved out from Add Ins to Options, in a similar way to Word. You will find the settings under "Save" where you can also disable the Auto Recover feature for that particular work book.

Excel automatically saves every 10 minutes to the default location of "C:\ Documents and Settings\<username>\Local Settings\Temp" or "C:\Users\<username>\AppData\Local\Temp" on Windows 7/Vista. The files are identifiable as they are saved as a number .tmp e.g. "28.tmp". This means that they look different from word or any other temporary files that are being saved there by other applications.

The temp file for excel can also look like ~dfxxxx.tmp .

Office 2010 and Higher

In Office 2010 and higher, you have an additional option, built in to the product, called Recover Unsaved Spreadsheets

1. Click on File tab in the upper left corner.
2. Choose Recent
3. In the bottom left corner is Recover Unsaved Spreadsheets

The Saved Drafts folder will open. Find your file and double click on it to open. Then save the file.

These files can also be found in the following locations:

Windows 8/Windows 7/Windows Vista
C:\Users\<username>\AppData\Local\Microsoft\Office\UnsavedFiles

Windows XP
 C:\Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Office\UnsavedFiles

Other Useful Information

If you have been working on a file for hours and the document was created via copying and pasting or at one point had cut the entire page or document to paste some place and then placed something else on the clip board, the data may not have been lost. This is because when any info is copied it is sent to a temp file with the name ~wrlxxxx.tmp. Therefore you could search your system for files of this name and then use the same "Drag and Drop" technique to view the data in Notepad to recover the data.

Another interesting thing to note is that when a change is made to a document that requires a temp file to be created, when you press the save button all the temp files are merged together into one file and the file is renamed to what you called it. The original document that you created is then deleted.