How to recover deleted files on Windows, and what to do when a drive fails

If you need to recover deleted files on Windows, don't panic, and don't start installing recovery software just yet. Most deleted files can be brought back in a minute or two from the Recycle Bin, a cloud recycle bin or a backup. This guide goes through every option on Windows 10 and Windows 11 in the order you should try them, from the quickest and safest to the last resort, and then covers what to do if a whole drive has failed.

1. Undo the delete straight away

If you've only just deleted something in File Explorer, press Ctrl + Z in the same window. This undoes the last delete, move or rename, as long as you haven't closed File Explorer or done much else since.

2. Check the Recycle Bin

1. Open the Recycle Bin from the desktop, or type Recycle Bin into the Start menu search.
2. Find the file: sort by Date Deleted, or use the search box.
3. Right-click it and choose Restore. It goes back to the folder it came from.

A file won't be in the Recycle Bin if:

• it was deleted with Shift + Delete;
• it was too big for the Recycle Bin (Windows warns you that it will be deleted permanently);
• it was on a USB stick, memory card or network drive, which usually don't use the Recycle Bin;
• it was deleted from the command line or, often, by another program;
• the Recycle Bin has been emptied, or older items were removed to make room.

3. Check your cloud storage's recycle bin

If the file was in OneDrive, Dropbox, Google Drive or another synced folder, the deletion will have synced, but the service's own recycle bin probably still has it. Sign in to the service's website and look for Recycle bin, Deleted files or Bin. Items are kept there for a limited time, which varies by service and plan.

The same services also keep earlier versions of files for a while. If the file isn't deleted but has been overwritten or damaged, look for Version history on the file. Our guide to cloud backup vs cloud sync explains why these safety nets have limits.

4. Restore a previous version with File History

If File History was switched on, or Windows kept copies as part of restore points, you may be able to get back an earlier version of a file, or a deleted file, from its folder:

1. In File Explorer, go to the folder where the file used to be.
2. Right-click the folder, choose Properties and open the Previous Versions tab. In Windows 11 you can also find Restore previous versions under Show more options.
3. Pick a version from before the file was deleted and choose Open to browse it. Copy out what you need rather than restoring the whole folder over your current files.

You can also open File History from the Start menu, choose Restore personal files and browse back through the dates. If the Previous Versions list is empty, neither File History nor restore points captured that folder, so move on to the next step.

5. Restore from your backup

If you have a backup, this is where it pays for itself. Whichever tool you use, the steps are much the same:

1. Open the backup app and choose Restore.
2. Pick a date or time from before the file was deleted or damaged.
3. Browse to the folder, select the file or folder and restore it.
4. If you're not sure which version you need, restore to a different folder first so nothing is overwritten, then compare.

A backup that keeps deleted files and earlier versions for weeks or months, rather than days, means you can recover things you only notice are missing much later. Our guide to backup frequency and retention explains how much history to keep.

6. Try a file recovery tool as a last resort

If the file isn't in any recycle bin or backup, recovery software may be able to find it on the disk, as long as the space hasn't been reused. Microsoft offers a free command-line tool called Windows File Recovery in the Microsoft Store, and there are reputable third-party tools too.

• Avoid installing the tool on the drive you're recovering from, because the installation itself could overwrite the file you want.
• Recover to a different drive, such as a USB drive, never to the same one.
• Set your expectations. Recovery often works on traditional hard drives and memory cards soon after deletion. It rarely works on SSDs, for the reason below. File names and folders may be lost, and some files may come back damaged.
• Be careful what you download. Only use recovery software from well-known sources, and be sceptical of anything that promises guaranteed results.

Why deleted files on an SSD are usually gone for good

Most modern Windows PCs use solid-state drives (SSDs). When you delete a file on an SSD, Windows tells the drive which blocks are no longer in use, using a command called TRIM, and the drive clears them in the background to keep itself fast. Once that has happened, the data really is gone and no recovery tool can bring it back.

That's why, on an SSD, the answer is almost always the same: recover from a recycle bin, a previous version or a backup.

What to do if a hard drive or SSD fails

A failed drive is a different problem from a deleted file. Warning signs include clicking or grinding noises, the drive not being detected, Windows freezing or becoming extremely slow when opening files, repeated disk errors, and SMART warnings from diagnostic tools.

If you have a backup

1. Stop using the failing drive.
2. Replace the drive or the PC, then reinstall Windows or restore a system image.
3. Install your backup software, sign in and restore your files.

If you don't have a backup

• Power it off and stop trying to use it. A failing drive can get worse every time it runs.
• Avoid repair tools such as repeated disk checks, which put extra strain on a failing drive and can make recovery harder.
• Don't open the drive. Hard drives need clean-room conditions to be opened safely.
• If the data is valuable, contact a professional data recovery service. Ask for a diagnosis and a quote first; costs vary widely and success isn't guaranteed.
• If Windows won't start but the drive seems healthy, you may be able to read the files by connecting the drive to another PC with a USB adapter. If the drive is encrypted with BitLocker, you'll need its recovery key.

Getting everything onto a new PC

When a PC is lost, stolen or beyond repair, the fastest way back is a backup you can restore anywhere. With a cloud backup you install the app on the replacement PC, sign in and restore your folders. If your backup uses private encryption, you'll need your encryption password too, so keep it somewhere that doesn't depend on the old PC.

Make the next accident a non-event

• Keep automatic backups with version history, not just a sync folder.
• Follow the 3-2-1 rule: three copies, on two types of storage, with one off-site.
• Keep deleted files in your backup for weeks or months, not days.
• Test a restore every few months.
• Store your BitLocker recovery key and any backup encryption password somewhere safe.

Our step-by-step guide to backing up a Windows 11 PC shows how to set all of this up.

How EverSafe helps you recover files

EverSafe backs up Windows 10 and Windows 11 PCs continuously or on a schedule and keeps version history, so you can restore any version of a file, bring back files you've deleted, or restore everything onto a new PC. You pick a date in the restore view, browse your files as they were then, and restore them to the original location or somewhere new.

Because backups are encrypted on your PC with a key derived from your own password, you'll need that password to restore onto a new PC; nobody else can decrypt your files. You can download EverSafe for Windows or read how restores work.