How to Recover Deleted Files? Everything You Need to Know

When you delete a file, its actual data remains on your storage drive until new information overwrites it. Therefore, you should immediately avoid unnecessary computer use to maximise your chances of successful recovery.

Just knowing how to recover deleted files is not enough; knowing the type of storage drive also matters here because traditional HDDs leave deleted blocks untouched until needed, and SSDs use automated background commands that erase blocks much quicker, which makes recovery more challenging. But it is rarely impossible to get your data back.

This guide covers all the methods, including using the Recycle Bin, native and cloud backups, and even additional data recovery software to restore your deleted files.

Quick Answer: The best way to recover deleted files is to check your operating system’s Recycle Bin/ Trash. If not there, check your local backup history or cloud storage, which often keep deleted items in their own bins. When native options fail, you can use data recovery software such as Notchox to scan the drive and safely retrieve your deleted data.

Can Deleted Files Be Recovered?

The short answer is yes, but recovering deleted files is a race against time. When you delete a file, it does not get permanently deleted. Instead, it is just hidden from your operating system. But whether it can be recovered or not depends only on your storage technology.

As the saying goes, “Data is the new oil,” and losing it can feel catastrophic. On traditional Hard Disk Drives (HDDs), a deleted file remains intact on the platter. The operating system just marks its space as “free,” i.e., you can recover the data until new files overwrite it. Modern Solid State Drives (SSDs) use a feature called TRIM that clears data blocks instantly to maintain SSDs’ performance.

So once TRIM executes, happens in no time, and that’s exactly how SSD TRIM works to make file recovery nearly impossible.

How to Recover Deleted Files? 5 Methods that Can Bring Your Long-Lost Files

Depending on how long ago you deleted the file and what device you used, you can recover the deleted file. Restore them from your device’s built-in Recycle Bin or Trash, from backups, or native file recovery tools. And if you think files were deleted permanently, you must stop saving new data to your drive and use specialised data recovery software to scan the drive and restore any possible data left.

Method 1: Recover Deleted Files From Recycle Bin or Trash

The easiest way for users looking for how to recover a deleted file is to restore it directly from your device’s Recycle Bin or Trash because this is where the deleted files go first. They stay there until manually deleted. The steps to restore them depend on the device you use.

Note: By default, the Mac Trash never empties automatically. You can manually set auto-empty trash from System Settings.

On macOS, the Trash folder is like a temporary holding zone that keeps your deleted files before they are manually permanently deleted. You can easily put back the deleted files in a few clicks. For detailed Mac-specific recovery methods, see our guide on how to recover deleted files on Mac. 

1. Click the Trash icon located on your Dock.

   

2. Find the file you need to restore.

   

3. Right-click on the file and select Put Back to return the file to its original location.

   

Fun Fact: Apple introduced the “Trash” icon in 1984 with Lisa OD, changing digital file deletion forever.

How to recover deleted files from Recycle Bin on Windows?

Just like Mac, Windows too has a safe temporary storage folder for deleted files, the Recycle Bin. This can be used if you are looking for how to recover recently deleted files on Mac. If you act before the bin is permanently emptied, your data can be restored easily.

1. Double-click to open the Recycle Bin on your desktop.

   

2. Locate the file you need to restore.

   

3. Right-click on your deleted file and click Restore.

   

Method 2: Recover Deleted Files From Backups

If you regularly empty your trash or have your drive wiped, your next best answer to how to recover deleted files is BACKUPS. So, you can have two kinds of backups: native and cloud. Native backups are preferable because they come at no cost, while cloud backups come with charges.

Below, I’ve shared steps to restore from your backup on different devices.

Mac Time Machine

1. Connect the external drive or Time Capsule that you used for backup.

   

2. Open the folder where your deleted files used to be stored.

   

3. Click the Time Machine icon in the menu bar and select Enter Time Machine.

   

4. Use the timeline or arrows on the right edge of the screen to find the date before the file was deleted.

   

5. Select the file and click the Restore button.

   

Windows File History

1. Connect your external backup drive or network drive to your PC.

   

2. Open the Start menu, type Restore files, and click Restore your files with File History.

   

3. Use left and right arrows to travel back and browse through the files that existed.

   

4. To recover deleted files, select them and click the green Restore button. The files will be saved to their original location.

   

Method 3: Recover Deleted Files From Cloud Storage

Cloud storage services like Google Drive, OneDrive, and iCloud sync your files to the internet secure and convenient to restore. If you delete a file from your computer and it is already synced with your cloud storage, you can restore it by logging into the cloud provider’s web dashboard.

In case the file is completely missing from the drive, it might be there in the cloud’s dedicated secondary storage area due to data retention policies. When a file is deleted from a shared folder or synced across multiple devices, cloud servers don’t erase it immediately. They quarantine the item in the cloud recycle bin or deleted items folder for a 30-day grace window, providing a solution for how to recover deleted files from Google Drive, OneDrive, and iCloud in case of permanent deletion.

Method 4: Use Built-In File Recovery Options

System utilities like Windows File History and macOS Time Machine protect your entire drive. There are built-in individual file recovery options too. If you did not set up an external backup, you can still roll back using Version History and Temporary Files.

Using Version History

Version History tracks changes made to specific documents and folders. So if a file is deleted from a folder, you can go back to the previous version when the file was there and restore it. 

1. Open File Explorer on your laptop and go to the folder containing your file.

   

2. Right-click on the folder and select Restore previous version.

   

3. Look through the dated timeline of modifications and select the version before the file was deleted.

   

4. Click Restore to bring back the folder to the state before.

   

Using Temporary Files

Windows applications cache data across a few standard hidden directories, i.e., temporary files. Here’s how to recover deleted files on Windows.

1. Press Win + R, type %temp%, and hit Enter.

2. Search for files with .tmp or .bak extensions created around the time of your data loss.

MacOS sandboxes application caches and uses a hidden root directory for system temporary files.

1. Open Terminal, type open $TMPDIR, and press Return.

2. Browse through the application-specific folders (e.g., folder paths ending in TemporaryItems) for cached document remnants.

Method 5: Recover Permanently Deleted Files Using Data Recovery Software

Your standard backups fail, and your files are still unrecoverable by native methods. Use data recovery software; these tools don’t just browse your folders; they bypass the operating system’s surface instructions to scan the raw sectors of your storage drive. By piecing together scattered fragments, recovery software can rebuild file structures and recover deleted files being the best solution for deleted files recovery.

How to recover deleted files using Notchox Data Recovery Software?

1. Download a trusted data recovery software such as Notchox. Install it onto a completely different drive to prevent overwriting the deleted files.

   

2. Connect the external drive (if any) to recover the deleted files from.

   

3. Launch the application and select the target drive from the home page of the application.

   

4. Click the Start Scan button to begin the restoration process. Notchox offers two types of scans: Quick Scan and Deep Scan.

   

5. Once the scan finishes, use the preview feature to check the recoverable files before attempting to pull them back.

   

6. Check the boxes next to the files you want to save and click the Recover Selected button at the top of the window.

   

Which Recovery Method Should You Use for Your Data Loss Scenario?

No single data recovery method works for every situation, as the right approach depends on how your data got deleted and the type of storage drive you are using. To save you time and prevent accidental data overwriting, you must match your problem with the correct method. Use the decision table below to diagnose your scenario and find your reliable path to recover deleted files.

Data Recovery Decision Table

Data Loss Scenario	Storage Media	Recommended Recovery Method
Normal Deletion	Any Drive	Using Recycle Bin / Trash
Emptied Recycle Bin/Trash	Traditional Hard Drive (HDD)	Using Backup or Recovery Software
Permanent Deletion	Any Drive	Using Local Backups
Cloud Deletion	Google Drive / OneDrive / iCloud	Using Cloud Recycle Bin or Recovery Software
Overwritten Files	Local hard Drive	Using Version History / Temp Files
Accidental Drive Formatting	Healthy Drive	Data Recovery Software
Physical Drive Failure	Broken Hardware	Professional lab Service

What Affects Your Chances of Recovering Deleted Files?

The success of any data recovery attempt is never guaranteed. Your chances of successfully getting your missing data back depend on immediate actions, your drive’s specific technology, and the type of damage the storage media has suffered.

1. Continuous Device Use and Overwriting

This single most important factor under your control is how you treat your storage drive the moment you realize data is missing.

• When a file is deleted, the file system (like Windows NTFS or Mac APFS) marks this space as “available.” If you keep downloading data or make changes and save them on the same drive, the computer will write new information over them.
• Your recovery chances are high if you stop using the device immediately before any background data can overwrite the fragments.

2. Storage Hardware: HDD vs SSD TRIM

The next most important factor is your storage media.

• Mechanical Hard Drives (HDDs) have a comparatively higher chance of data recovery because deleting a file off an NTFS or FAT32 drive leaves the data untouched on spinning platters until new files take its place.
• Solid-State Drives (SSDs) use an automated feature called TRIM. The moment you empty the trash, TRIM wipes the flash memory blocks to maintain drive speed. This leads to permanent deletion.

Fact: TRIM doesn’t run to delete data safely; it runs exclusively to keep flash memory writing fast.

3. Damage Type: Physical vs Logical Data Loss

Finally, you must distinguish between system errors and actual hardware damage to choose the right data recovery method.

Logical Data Loss	Physical Data Loss
Accidental deletion	Physical drop
Formatting	Liquid and water damage
Malware and Virus attacks	Wear and tear
Software crashes

Data can be recovered by one of the methods in case of logical data loss. But physical damage to the drive requires professional lab service.

When Should You Stop DIY File Recovery?

Do-it-yourself (DIY) data recovery methods give an easy fix for accidental deletions and software glitches, it has strict limitations too. Trying a DIY recovery under the wrong conditions can turn a minor issue into permanent data loss.

The main warning to stop DIY recovery is the presence of any physical damage or unusual drive sounds. These indicate that internal components of the hard drive are incapable of functioning naturally, which means trying to run it will cause permanent data loss.

Another sign is constant non-detection or disconnection of the drive. When you face such situations, your only safe option is professional data recovery. Cleanroom laboratories use specialised tools to safely preserve the drive and restore the data.

Final Recap

To sum up, it is important to take action as soon as you realise your files are deleted. By stopping the drive right away, you protect your data from being overwritten. For software issues being the deletion reason, built-in data recovery methods and professional software give an easy recovery. But for physical drive failures, DIY data recovery is risky. Such drives need professional data recovery services. Moving forward, keeping data backups is a good practice to prevent file deletion in the future.

Frequently Asked Questions