How to Recover Deleted Files: 8 Methods That Actually Work (Windows & Mac)

Accidentally deleted something important? Before you panic, take a breath. “Deleted” doesn’t always mean gone forever.

Whether you’re trying to get deleted files back from your desktop, recover lost files from an external drive, or restore files that disappeared after a crash, there’s a good chance your data is still recoverable. The key is acting quickly and doing it in the right order.

Here are 8 proven methods to recover deleted files on Windows and Mac, starting from the simplest and working through to when you need professional help.

Do This First, Before Anything Else

When a file gets deleted, the operating system doesn’t immediately erase the data. It simply marks that storage space as “available.” The actual file data stays there until something new gets written over it.

Every time you use your computer after a deletion, saving files, browsing the internet, or even just leaving apps open, you risk permanently overwriting the data you’re trying to recover. So stop using the affected device now, and work through these steps as quickly as possible.

Method 1: Check the Recycle Bin or Trash

The simplest way to return deleted files is one most people overlook in a panic.

On Windows: Double-click the Recycle Bin on your desktop. If your file is there, right-click it and select “Restore”; it’ll go straight back to its original location. You can also search by filename if there are many files in the bin.

Pro tip: To avoid accidental permanent deletions in the future, right-click your Recycle Bin, select Properties, and tick “Display delete confirmation dialog.” This adds a confirmation prompt every time you delete something, giving you a second chance.

On Mac: Click on the Trash icon in the dock. Find your file, right-click, and select “Put Back”; it’ll return to exactly where it was deleted from.

If you used Shift + Delete on Windows or manually emptied the Recycle Bin or Trash, the file won’t be here. Move to the next step.

Method 2: Check Cloud Storage, OneDrive, Google Drive, iCloud, Dropbox

A lot of people don’t realize their files are being automatically synced to the cloud. If you’ve ever set up OneDrive, Google Drive, iCloud, or Dropbox, there’s a solid chance your file is still sitting there , even after you deleted it locally.

OneDrive: Go to onedrive.live.com → sign in → click Recycle Bin in the left sidebar. Files stay here for 30 days.

Google Drive: Go to drive.google.com → click Trash in the left menu. Deleted files remain here for 30 days.

iCloud: Go to icloud.com → log in → open iCloud Drive and look for a “Recently Deleted” option inside the app.

Dropbox: Log into dropbox.com → click your account icon → select “Deleted files.” Free accounts keep 30 days of history; paid plans keep longer.

Method 3: Check Recently Deleted in Specific Apps

Many apps manage their own delete cycle completely separately from the main Recycle Bin, which means files deleted from inside apps may still be recoverable even after you’ve emptied the Trash.

iPhone or Mac Photos: Open the Photos app → go to Albums → Recently Deleted (under Utilities). Photos and videos stay here for 30 days before permanent deletion.

Google Photos: Open the app → tap Library → Trash. Items stay for 60 days.

Microsoft Office (Word, Excel, PowerPoint): If you lost an unsaved document, go to File → Info → Manage Document → Recover Unsaved Documents. AutoRecover saves drafts periodically so you may still be able to get your work back.

Gmail / Outlook: Deleted emails go to Trash (Gmail) or Deleted Items (Outlook) and stay there for 30 days before being permanently removed.

Method 4: Restore from Windows File History

Windows File History is a built-in backup tool that saves copies of your files over time. If it was enabled before the file was deleted, this is one of the cleanest ways to restore files exactly as they were.

Go to Control Panel → System and Security → File History → Restore personal files. Browse through the backed-up versions, navigate to the folder where your file used to live, and use the arrows to go back in time to a point before the deletion. Click Restore to bring it back.

If File History was never set up on your machine, this won’t be available, but it only takes a minute to check.

Method 5: Use Time Machine (Mac)

Time Machine is macOS’s built-in backup system. If it’s been running in the background, it’s one of the most reliable ways to get deleted files back on a Mac.

Go to System Preferences → Time Machine, or click the Time Machine icon in the menu bar and select “Enter Time Machine.” Navigate back through time to find the file before it was deleted, select it, and click Restore.

If Time Machine was never configured on your Mac, move ahead to Method 7.

Method 6: Check Previous Versions (Windows)

Windows automatically saves snapshots of folders over time, even without File History fully configured. Right-click on the folder where the file used to be → click Properties → Previous Versions tab. If any restore points exist, you’ll see them listed with dates. Select the one you need and hit Restore.

This depends on whether System Restore is enabled on your machine, but it’s worth a quick check before moving on to software tools.

Method 7: Use Free Data Recovery Software

If none of the above methods has worked, dedicated data recovery software can scan your storage device for deleted file traces that haven’t yet been overwritten.

For Windows: Recuva (free, by Piriform) is one of the most trusted options for recovering deleted files. TestDisk and PhotoRec are more advanced free alternatives.

For Mac: Disk Drill has a free version with limited recovery capability. PhotoRec is a free open-source option, particularly good for photos and media files.

One critical rule before you start: Do not install the recovery software on the same drive you’re trying to recover files from. Save it to a separate USB drive or external drive instead. Installing it on the same drive could overwrite the very data you’re trying to get back.

Recovery software works well for logical failures, accidental deletion, accidental formatting, or a corrupted file system. It will not help and can actually make things significantly worse if the drive has physical damage. If your drive is making unusual sounds, isn’t being detected by the computer, or has been physically damaged, skip this method entirely.

Method 8: Professional Data Recovery

If you’ve worked through all of the above and still can’t recover your files, or if your drive is clicking, won’t power on, has been water damaged, or simply isn’t recognized by the computer, it’s time to call in a professional.

This is where DIY stops being helpful and starts being risky. A physically damaged drive that gets subjected to repeated software scans, multiple power cycles, or amateur repair attempts becomes progressively harder to recover from. In some cases, it becomes impossible.

Professional data recovery is a different process entirely. Engineers work directly with the hardware in controlled, dust-free environments using specialist equipment to access and extract data at a level no consumer software can reach. This includes drives that won’t spin up, drives with failed controllers, and drives that have been physically opened by someone who shouldn’t have.

Also Read: How to Recover Deleted Photos from Any Device

When Nothing Else Works, Recovery Squad Can Help

At Recovery Squad, we’ve helped thousands of Australians get deleted files, lost documents, and irreplaceable photos back from devices that most people had written off.

Whether it’s a hard drive that won’t power on, an accidentally formatted external drive, a failed RAID array, or a phone with a cracked screen, our engineers assess every case completely free before any work begins. If we can’t recover your data, you won’t be charged.

We have centers in Melbourne, Sydney, Perth, and Brisbane, and we accept mail-in drives from anywhere in Australia.