How to Recover Previous Versions of an Excel File?

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Recovering a previous version of an Excel file is a vital skill for anyone who works with spreadsheets regularly. Whether you accidentally overwrote important data, closed the file without saving, or encountered a system crash, there are several file recovery methods to help you regain lost information. These options range from built-in Excel features such as Version History to Windows capabilities like Restore Previous Versions.

Additionally, if you store your Excel files on OneDrive or SharePoint, you can use their cloud-based tools to retrieve older iterations. In this article, we will provide a step-by-step explanation of how to recover previous versions of Excel files so you can continue working without losing valuable data.

Basic Steps to Enable Recovery Features

Before examining recovery options, it is beneficial to ensure your system and Excel are configured to keep backups. Here are some fundamental steps:

Enable AutoSave (Microsoft 365)

  • Sign in to your Microsoft 365 account and open Excel.
  • Locate the AutoSave toggle in the top-left corner of the Excel window (in newer versions).
  • Switch AutoSave to “On.”
    This feature automatically saves files stored on OneDrive or SharePoint, preserving updates frequently.

Configure File History on Windows

  • Open Settings > Update & Security > Backup on Windows 10 or 11.
  • Under “Back up using File History,” click on Add a drive and choose an external or network location.
  • Ensure File History is activated.
    This method regularly backs up files, making it easier to revert to previous versions.

Recovery Methods in Excel

1. Using Built-In Excel Features (Version History in Microsoft 365 and Newer Versions)

Modern editions of Excel—particularly those linked with Microsoft 365—include a Version History feature. This function records different iterations of your file over time. If you wish to revert your workbook to a prior state:

  1. Open the Excel workbook you want to restore.
  2. Click on File, then select Info.
  3. Look for the Version History button. A panel will open with timestamps of previously saved file versions.
  4. Choose a version you prefer, review it to confirm that it contains the data you need.
  5. Click Restore at the top of the document window to replace your current file with the chosen earlier version.

By saving your work regularly and using AutoSave on the cloud, you can keep track of each edit you make.

2. Recovering Unsaved Workbooks

Losing changes because you closed an unsaved workbook can be frustrating, but Excel offers a quick way to retrieve unsaved progress:

  1. Open Excel and head to File > Info.
  2. Click on Manage Workbook, then select Recover Unsaved Workbooks.
  3. A dialog box will appear, displaying unsaved Excel files.
  4. Pick the file that you want to restore and click Open.
  5. Make sure to save it immediately to prevent losing it again.

This approach works best if you close the file by mistake or your system unexpectedly shuts down before you can save.

Recovering Previous Versions of an Excel File via Windows

1. Windows “Restore Previous Versions”

The Restore Previous Versions feature in Windows is a reliable safeguard. It taps into File History and System Restore to display earlier iterations of the file. To use it:

  1. Locate the folder where the Excel file is stored in File Explorer.
  2. Right-click on the file and select Properties.
  3. Go to the Previous Versions tab to see all available versions.
  4. Choose the version you want and click Restore. This action replaces your current file with the selected version.
  5. Alternatively, click Open to examine the file before you finalize restoration.

This solution is particularly handy if you have made sure that File History or System Restore is active. If they are not enabled, you might not see any older copies here.

2. Accessing Temporary Files

When Excel encounters a crash or you close it abruptly, it sometimes stores backup data in temporary files. These files can be a lifesaver, especially if you have not saved your document:

1) Open File Explorer and search in the following typical directories:

Windows VersionLikely Temporary File Path
Windows 10/11C:\Users\UserName\AppData\Local\Microsoft\Office\UnsavedFiles\
Older WindowsC:\Users\UserName\AppData\Roaming\Microsoft\Excel\

2) Look for files starting with $ or ~ and ending in .TMP.

3) Rename these files from .TMP to .XLSX or .XLS so Excel can open them.

4) Review the contents and immediately save the restored workbook to prevent further loss.

If you do not find relevant temporary files in these paths, it may indicate Excel did not create a backup at the time of the crash.

Recovery with Cloud Services: Using OneDrive or SharePoint

Storing files on OneDrive or SharePoint provides an extra layer of security. Because changes and backups can be synced automatically, reverting to a previous version is more straightforward:

  1. Open the Excel file directly from OneDrive or SharePoint.
  2. Click File > Info > Version History.
  3. A menu on the right will list all saved versions of your file.
  4. Click on any previous copy to open it. Check if that version has what you need.
  5. Select Restore to make it your current working file.

This method is beneficial for team collaboration, as each user’s modifications can be individually tracked and reversed if necessary.

Tips to Prevent Data Loss In Excel

Knowing how to recover data is useful, but it is even better to minimize the risk of losing data in the first place. Below are measures to protect your Excel files:

  1. Save Regularly: Cultivate the habit of pressing Ctrl + S after making significant changes. Even if you have AutoSave, manual saving ensures your progress is logged.
  2. Use Multiple Backups: Store copies of mission-critical workbooks on external drives or in different cloud platforms. That way, you can retrieve them if your main copy becomes inaccessible.
  3. Enable File History: Make sure File History is turned on in your Windows settings. This feature automatically archives older file versions to a dedicated backup location.
  4. Keep Software Updated: Regular updates often include patches that improve stability. Updated software reduces crash incidents and corruption of files.
  5. Check Security Software: Ensure your antivirus or security software does not interfere with saving processes or automatically remove “.TMP” files that Excel relies on for recovery.

Below is a quick reference table summarizing common data loss scenarios and recommended recovery approaches:

SituationRecommended Approach
Accidentally overwrote important data in ExcelUse Built-In Version History: Access File > Info > Version History to revert to an older copy.
Closed Excel without savingRecover Unsaved Workbooks: Go to File > Info > Manage Workbook > Recover Unsaved Workbooks.
Excel or system crashed before savingCheck Temporary Files: Look in C:\Users\UserName\AppData\Local\Microsoft\Office\UnsavedFiles\ for .TMP files.
Need to restore an older version on a Windows machineUse Windows “Restore Previous Versions”: Right-click the file, select Properties, then go to the Previous Versions tab.
File stored on OneDrive or SharePoint, older version neededUse OneDrive/SharePoint Version History: Select File > Info > Version History.

Having this quick reference at your fingertips can save valuable time during emergencies.

Final Thoughts

Recovering a previous version of an Excel file can help you avoid major setbacks and save precious work hours. By using built-in Excel features such as Version History and Recover Unsaved Workbooks, you can retrieve earlier copies of your file with minimal hassle. Leveraging Windows capabilities, including Restore Previous Versions and checking temporary files, offers another layer of data security. For those who store their work on OneDrive or SharePoint, the Version History feature in these platforms serves as an extra safeguard.

Always remember to keep AutoSave and File History activated for seamless backups. Make a habit of saving work frequently, maintaining multiple copies, and updating your software to minimize crashes. With these protective measures in place, you will be better equipped to handle unexpected data loss. These reliable recovery methods work best when you remain proactive, ensuring your Excel files are consistently backed up and well-managed.

FAQs

How do I recover older versions of an Excel file using Version History?

To restore an older Excel file using Version History, open the workbook, go to File > Info, and select Version History. Then choose the version you need and click Restore. This will overwrite the current file with that previously saved version.

Can I restore an unsaved Excel workbook after accidentally closing it?

Yes. Reopen Excel, click File > Info > Manage Workbook, and choose Recover Unsaved Workbooks. You will see a list of unsaved files; select the one you need, click Open, and then save it.

How can Windows “Restore Previous Versions” help me retrieve older Excel files?

When File History or System Restore is enabled, Windows saves older versions of files. To use this, right-click the Excel file in File Explorer, select Properties, and go to the Previous Versions tab. Pick the version you want and click Restore to overwrite the current file.

Where can I find Excel’s temporary files for recovery?

Temporary Excel files are usually located under:
Windows 10/11: C:\Users\UserName\AppData\Local\Microsoft\Office\UnsavedFiles\
Older Windows: C:\Users\UserName\AppData\Roaming\Microsoft\Excel\
Look for files starting with $ or ~ and ending in .TMP. Rename them to .XLSX or .XLS so you can open them in Excel.

Can I revert to a past version of Excel when using OneDrive or SharePoint?

Absolutely. When you store files on OneDrive or SharePoint, open the file, go to File > Info > Version History, and select the version you need to restore. This process helps when collaborating with others, as each saved iteration is tracked.

How do I prevent future data loss in Excel?

You can reduce data loss by turning on AutoSave, regularly saving your work, enabling File History on Windows, keeping Excel and Windows updated, and backing up important workbooks on multiple platforms like external drives or additional cloud services.

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