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How to Recover a Missing or Earlier Version of an Excel File
Question details
The user needs to recover a previous or missing version of an Excel workbook when the file opens with older or incorrect content.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Attempting to restore overwritten, unsaved, or missing data in an Excel workbook.
- Observed behavior
- The file opens, but it contains older content or is missing recent changes, requiring access to previous versions.
Check if your Excel file was saved locally on your computer or synced to a cloud service like OneDrive or SharePoint, as this determines your available recovery options.
Restore from Excel Version History (Cloud Files)
Use this method if your file is saved in OneDrive or SharePoint and AutoSave is enabled.
Excel continuously saves your document when it is hosted on a Microsoft cloud server. This allows you to view and restore historical versions of the workbook effortlessly.
Click on 'File' in the top-left corner, select 'Info', and then click on 'Version History'.
A Version History pane will open on the right side of your screen. Browse through the list of saved versions organized by date and time.
Click on 'Open version' below the timestamp you want to recover. A ribbon will appear beneath the toolbar where you can choose 'Restore' to overwrite the current file, or save it as a new copy.
Use the Recover Unsaved Workbooks Feature
Best for files that were closed without saving locally.
Restore Using Windows Previous Versions (Local Files)
Use this if your file is saved locally and you have Windows File History or System Restore enabled.
Easily Recover Previous File Versions with WPS Office
WPS Office features a robust built-in Backup Center that automatically manages local and cloud backups of your spreadsheets. This prevents data loss and makes recovering an earlier version simple, even if you forget to save.
- 1. Access Backup and Recovery: Open WPS Office Spreadsheet, click on 'Menu' in the top left, and navigate to 'Backup and Recovery' > 'Auto Backup'.
- 2. Open the Backup Center: In the Backup Center window, select 'Local Backup' to view a comprehensive list of your automatically saved spreadsheet drafts.
- 3. Restore your document: Locate the spreadsheet version you want to recover based on the timestamp, double-click to open it, and then save it to your preferred folder location.
Frequently Asked Questions
Why is the Version History option grayed out in Excel?
Version History is only available if your workbook is stored in a cloud service like OneDrive or SharePoint. If the file is saved locally on your computer's hard drive, this option will be unavailable.
Can I recover an Excel file if I closed it and clicked 'Don't Save'?
Yes, if AutoRecover is enabled in your Excel settings, you can go to File > Info > Manage Workbook > Recover Unsaved Workbooks to locate and restore the temporary file.
What if the Previous Versions tab is completely empty?
If the Previous Versions tab shows no files, it means Windows File History or System Restore was not configured to back up that specific drive or folder, or no backup has been triggered yet.
Does restoring an older version permanently delete the current one?
In cloud Version History, restoring will replace your current working file, but the overwritten version will simply become the newest item in the Version History list. You can always switch back to it if needed.
