How to Recover Deleted Files: A Step-by-Step Guide

We’ve all been there – one moment we’re working and sorting out our documents on the computer, and the next, we’ve accidentally, permanently deleted that important file! It’s a panic-worthy situation, especially if they are work-related or legal documents. But what if we tell you that, in most cases, you can easily recover deleted files? Yes, retrieving deleted data needs some knowledge, but it is possible. I’m here to save your day, and in this blog, I will explore how to restore deleted data on Windows and Mac systems.

How Do You Restore Deleted Files On Windows?

Let us now look at a few simple ways to recover deleted files on Windows.

Check The Recycle Bin

When you delete a file on the system, the recycle bin is obviously the first option you should check. You can easily recover deleted files held in the recycle bin and return them to your original folder if the bin is not emptied. 

To be more careful, you can set up a confirmation dialogue. When you accidentally delete a file, a pop-up message will appear to confirm deletion. To enable this option, right-click on the recycle bin, click on properties, and then select (tick) “Display delete confirmation dialogue.” 

How can you restore deleted data from the Recycle Bin? Quite simple:

1. Open the recycle bin on the desktop or the start menu
2. Locate the deleted file in the bin
3. Select the file, right-click, and confirm the “Restore” command. If you want to retrieve multiple files, select all the files and click on “Restore the selected items.”
4. The drag-and-drop option is also possible from the recycle bin to another folder of your interest. 

Restore Files From File History

If you are using Windows version – 8.1, 10, or 11, there’s a feature called File History that could be a game-changer if you cannot recover deleted files from the recycle bin. File History automatically saves copies to network storage or even an external SSD or hard drive, giving you a safety net. However, please note that the File History settings are not turned on by default. You must set it up before the files are deleted. 

Here are simple steps on how to recover deleted files using File History:

• Go to the search bar and type “File History” to open the control panel, or directly search “Restore your files with File History.”
• Locate the file you wish to retrieve. 
• Select the preferred version of the file and click on “Restore.” 
• You can drag it to a new location or keep it in the original folder as before.

Use Data Recovery Software to Recover Deleted Files

If those steps don’t help you retrieve deleted data, the next option is to rely on data recovery software. The Windows file recovery tool can recover deleted files from local storage devices, including a USB drive or an SSD card. You can restore deleted data in two ways – Regular and Extensive mode.

Regular mode is the best option for a standard user to recover recently deleted data. Extensive mode will be challenging and may require help from an expert. You must know the original file location and have an external drive to recover the deleted files. 

Follow these simple steps to recover deleted data on Windows 10 using Regular mode:

1. Press the Windows key, search for “Windows File Recovery,” and click. 
2. An instant notification will be displayed asking for your permission, whether the app can make changes to your device. Select “yes.”
3. A command prompt window will open. Once it opens, enter the details as follows:
   winfr source-drive: destination-drive: [/mode] [/switches]

Recover deleted files with Regular mode: 

• Recover your Documents folder from your C: drive to the recovery folder on an external E: drive. Add the backslash (\) at the end of the command:
  Winfr C: E: /regular /n \Users\<username>\Documents\ 

• To recover PDF and Word files from your C: drive to an external E: drive, type this:
  Winfr C: E: /regular /n *.pdf /n *.docx
  

When notified for confirmation to continue, enter Y (for yes) to start the recovery operation. The recovery will take a while to complete, depending on the size of the source drive. To stop the restoring, press Ctrl+C.

Retrieve Data From Google Drive

Enabling Google Drive sync on a Windows laptop or PC allows you to recover deleted files from the drive.

Follow these simple steps:

1. Log in to your Google Drive account.
2. Check the file list in the drive and locate the ones deleted on the system.
3. Check the drive’s trash section too. 
4. Once you locate the file, you can easily restore or download it on your system. 

Ways To Recover Deleted Files On Mac

Data retrieval on Mac is slightly different from Windows. Let’s discuss a few simple steps to recover deleted files on a Mac system.

Check The Trash

Similar to Windows, Mac OS also stores all deleted files in the trash can. Trash stores these files until you delete them permanently. You can empty the trash yourself or let the system do it automatically after you set a reminder for a specific number of days. 

How to recover deleted trash files?

1. Open the Trash on your screen
2. Locate the required file you want to restore and click
3. The drag-and-drop option is also available. You can easily move the file to a new location directly from the trash to restore deleted data.

Use Time Machine Backup 

Mac’s built-in application, Time Machine, allows you to set up an automated backup to an external storage device. Once you set up the app correctly, Time Machine will run a backup. This backup process can be timed on an hourly, daily, or weekly basis. It’s important to note that once the storage is full, the disk will automatically delete the oldest files from the device.

Steps to recover deleted files with Time Machine:

1. Connect the external storage device with the Time Machine
2. On the Apple Menu, click on System Preferences, and select Time Machine
3. Check for the missing file
4. Click on “Restore” to get it back to its original file location. 

Use Data Recovery Software

The file recovery software can be your savior during accidental file deletions. The software locates files that are deleted from the trash and has not yet overwritten the locations on the HDD or SSD where the files were stored. You can also download the software from an external storage to maximize the chances of data recovery. One such example is the Stellar Data Recovery Software for Mac. You can download the software on your system and run a scan to recover deleted files. 

Retrieve Data From iCloud

If you have enabled the iCloud syncing method, all your data will be backed up. You can sign-in your iCloud account to locate the required files from the system and download them. 

Similar to file recovery, you can also recover passwords on a Mac system. On the contrary, if you are planning to sell or give away your device, you might want to erase all the data completely. 

When To Hire A Data Recovery Service?

If you are finding it extremely challenging to recover deleted files, or if you have multiple files to be retrieved on Windows or Mac, you can hire a data recovery service to do the work for you. They will charge a specific fee depending on the data-restoring process and levels of difficulty. These experts may also be able to restore corrupted files or the ones you thought were lost forever. 

Heavy files containing designs, photography, applications, etc., require robust and advanced recovery software. On the other hand, Excel spreadsheets, docs, and presentations are recovered easily. 

If you’re looking for more valuable insights on data recovery and other tech-related topics, explore our guides and tutorials.

The Bottom Line On Data Recovery

File deletions can be a nightmare, especially in workplaces. To avoid worrisome situations, it is crucial to know some of the basic steps to recover deleted files on Windows and Mac systems. If you find the data recovery process daunting, you can also hire a professional to help you out. However, before hiring such experts, ensure you check the recycle bin or trash, file history, and external storage for backup files. If you are unable to restore deleted data from these, you will have to rely on data recovery software.