- Deleted files usually remain on the disk until they are overwritten, so acting quickly and stopping use of the drive greatly increases the chances of recovery.
- Windows offers tools like File History and the Recycle Bin, plus cloud backups and similar features on Android and iOS to restore data without additional software.
- There are numerous free and paid programs (Recuva, EaseUS, Recoverit, Disk Drill, TestDisk, etc.) capable of recovering damaged files and partitions on different systems and devices.
- In cases of serious physical failures or highly critical data, turning to a professional recovery company may be the only viable option, although it comes at a high cost and without an absolute guarantee.
Losing an important document, travel photos, or your work folder can be heartbreaking. The good news is that, in many cases, those files haven't actually disappeared from your hard drive , even if you can no longer see them in the original folder or the Recycle Bin. With the right tools and knowing what to do (and what not to do) from the very beginning, your chances of success can be very high.
In the following lines you will find a very complete guide to recovering deleted files on Windows, Mac, Android and external drives : from taking advantage of backups and system functions such as File History, to using free and paid specialized programs, without forgetting what happens when you format a disk and when it makes sense to go to a professional recovery service.
What really happens when you delete a file?
When you send a file to the Recycle Bin—or empty it—the operating system doesn't usually destroy it instantly: it simply marks the space as available so it can be overwritten by new data. It's like deleting a chapter from a book's index: the content is still on the pages, but you've lost the quick reference to find it. If, on the other hand, you need permanent deletion, learn how to securely delete files.
That's why data recovery programs can work wonders. These tools scan the disk sector by sector , searching for file fragments that are still physically present, even though the system no longer recognizes their existence. They examine the disk page by page, without relying on an index.
As long as no new data is written over those areas of the disk, the content remains. However, as soon as you save new files, install programs, or copy large amounts of data, you will most likely begin overwriting the old information , drastically reducing the chances of full recovery.
Therefore, after an accidental deletion or formatting, the golden rule is to use the affected device as little as possible . The less you touch it, the more intact the files you want to recover will be.
The importance of stopping using the device in time
If you've accidentally deleted a folder or formatted a USB drive, the worst thing you can do is continue working normally on that drive. Every download, every installation, or even some program updates can overwrite the deleted files you're trying to save.
On computers, it's best to stop resource-intensive tasks (downloads, video editing, gaming, etc.) and, if the data loss is on the system drive, consider shutting down the computer and booting from a different source to perform the recovery more safely. On mobile phones and SD cards, it's advisable to stop taking photos, recording video, and installing apps until you've attempted the recovery.
Keep in mind that no software can guarantee 100% success : if areas of the disk have already been overwritten, it will only be possible to recover incomplete files or, in some cases, nothing at all. Even so, with a quick response and the right tools, the chances of recovering at least a significant portion of your data are quite reasonable.
Quick format, low-level format, and recovery
When you format a drive, not all formats are the same. In a typical Windows quick format , the system erases the file system structure and considers the disk "empty," but it doesn't immediately overwrite the previous data. In practice, you're allowing new data to be written to those areas, but the previous data remains until it's overwritten.
Again, this works in your favor: for a while, you can recover files after a quick format , as long as you don't fill the drive with new data. Time is of the essence: the sooner you act, the better your chances of finding those documents, photos, or videos intact.
In contrast, a low-level format or a full, intensive format (such as those that overwrite the disk with zeros multiple times) does physically replace the old data with new patterns. In that case, the space is systematically overwritten, and file recovery is practically impossible with user tools.
This type of deep formatting is ideal if you want to ensure that no one can recover what was there before (for example, when selling a disk), but it is the worst scenario if you are looking to recover information that you accidentally deleted after applying that process.
System backup and restore functions
Before you start scanning disks with specialized software, it's a good idea to check if you already have a backup or a built-in restore function to save yourself a lot of trouble. Many systems and applications keep copies of your data almost without you noticing.
In Windows, for example, one of the most useful (and often forgotten) tools is File History . This feature acts as a continuous backup system for your personal libraries: Documents, Pictures, Videos, Music, Desktop, and any additional libraries you've created or expanded.
How to configure File History in Windows
For File History to work, you need an external drive or a network location where Windows can save previous versions of your documents. Once set up, backups are made automatically and periodically, without you having to remember.
The basic steps to get it up and running are:
- Connect an external drive or set up a network folder where you want to store the copies.
- Open the Control Panel, go into Security system and select “Back up your files with File History”.
- Press on "Activate" to start working. If no unit is selected, choose one with the option “Select unit” and confirm.
In addition to the default libraries, you can include other folders in the backups by creating a new library or adding them to an existing one (right-click the folder > "Show more options" > "Include in library"). This ensures that custom paths where you save projects, photos, or any important documents are also backed up.
Once enabled, File History continuously monitors changes in those locations and creates historical versions. If you accidentally delete something or save changes you later want to undo, you can go back in time with just a few clicks.
How to restore files using File History
When you need to recover a file or folder using File History, the procedure is simple and usually much cleaner than using third-party programs, because you work with healthy copies organized by the system itself.
Step by step, what you need to do is:
- Open the File Browser and go to the folder where the file or folder you lost was originally located.
- Right-click on that folder (or on the drive, if it was in the root, for example C:\) and choose “Restore previous versions”.
- In the tab “Previous versions” You will see a list of available copies with date and time.
- Select the version of the folder prior to deletion; for example, a copy from the day before you deleted the file.
If you want to make sure that version contains exactly what you're looking for, you can preview its contents by opening it in File History. Once you're satisfied, click "Restore" to return the selected version to its original location, or choose "Restore to…" if you prefer to copy it to another folder and avoid overwriting anything.
In addition to Windows, both Android and iOS allow you to restore data from cloud backups (Google Drive, iCloud, etc.). And apps like Google Photos automatically back up photos and videos, so a supposed "deletion" on the device can be reversed simply by restoring from the online backup; you can even recover deleted photos from the cloud backup.
Check the recycle bin first.
Although it may seem obvious, it's worth remembering: on Windows and Mac, when you delete a file, you're usually sending it to the Trash , not destroying it. As long as you don't empty the Trash, the file remains intact, and recovery is as simple as a couple of clicks.
In these systems, simply open the Recycle Bin, locate the item, right-click, and select "Restore ." The file will return to its original location without the need for extra software or technical complications.
In contrast, iOS and Android don't have a general trash bin for all files. Some apps include their own folder for deleted items (for example, the "Deleted" album in the Photos app on iOS, which keeps images for a limited time). On Android, file managers like ES File Explorer offer their own "Recycle Bin ," but it only works if you delete items from within the app itself.
Therefore, whenever you lose something, it's worth checking the trash and deleted items sections in the applications you usually use first, before moving on to more advanced methods.
Programs to recover deleted files in Windows
If you don't have a backup, the file isn't in the Recycle Bin, and File History wasn't enabled, you'll need to use specialized data recovery software . There's a veritable jungle of tools available, both free and paid, and not all of them offer the same results or the same level of security.
In general, these programs analyze the disk looking for "deleted" file entries in the file system table and, when this is damaged, they resort to raw recovery by signatures , identifying file types by characteristic patterns (headers, internal structures, etc.).
It's always best to download software from reliable sources and, if possible, run it from a different drive or even a USB flash drive to minimize writing to the affected disk. Below, we review the most commonly used tools and what you can expect from each.
Recuva and Windows File Recovery: very popular free options
Recuva , developed by Piriform, is one of the best-known programs for recovering deleted files on Windows. It allows you to recover data from hard drives, USB flash drives, memory cards, MP3 players, and other devices that use NTFS or FAT file systems, with a deep scan mode for complex cases.
Its standard version is free and has no strict file limits, and it comes in both installable and portable versions . The portable version is particularly useful because it avoids writing to the disk where the data was lost. Recuva operates on a "freemium" model: the paid version adds advanced features and support, but the free version is usually more than sufficient for many home users.
On the other hand, Microsoft offers its own utility called Windows File Recovery . It's a free tool designed to restore deleted files in Windows using the command line . It doesn't have a graphical interface, so it's less user-friendly for novice users, but for those comfortable with the command line, it can be a powerful alternative fully integrated into the Windows ecosystem.
Both options share one characteristic: the sooner you use them after deletion, the greater the chances that the original sectors haven't been overwritten . If a program can't find what you're looking for, you can always uninstall it and try another, avoiding accumulating unnecessary software on your system.
Other widely used free and freemium programs
Beyond Recuva and Microsoft's tool, there's a long list of applications with years of experience in data recovery. Some of the most widely used on Windows (and sometimes also on Mac or Linux) are:
FreeUndelete : specializing in NTFS drives, it can identify a large number of deleted files and also works with FAT volumes. It's free and compatible with PC and Mac, and has earned the trust of many advanced users for its speed, especially on NTFS disks.
Restoration : an extremely simple and lightweight utility for recovering files from internal hard drives, USB drives, and memory cards. It requires no complex installation and is managed from a very basic interface, ideal for those looking for a straightforward solution. Some users have reported errors on Windows 8 , so it's advisable to test it first with non-critical files.
DiskDigger stands out for its simple interface and compatibility with Windows and Linux. It allows you to recover images, videos, documents, and other formats from hard drives, SSDs, microSD cards, USB drives, and more, with a thumbnail preview for on-the-fly recognition of photos and other multimedia files. It has a functional free version and a paid version that unlocks all its features.
Pandora Recovery : For years, it was a classic data recovery tool for Windows, with a guided wizard and the ability to recover data from disks and cards. Today, its technology has been integrated into Disk Drill Free , combining Pandora's legacy features with modern scanning and recovery algorithms.
Professional tools and payment solutions
When data is especially important (for example, critical work documentation or collections of family photos) it may pay to go straight for paid professional software , rather than stringing together many trials with free tools.
One of the most highly recommended suites is EaseUS Data Recovery Wizard , available for Windows and Mac with a limited free version and a full paid edition. Its main strength is its very clear interface and a scanning engine capable of handling complex scenarios: damaged partitions, formatted disks, malware attacks, and system crashes, among others.
It works quite easily: you choose the drive to analyze, the program performs a quick scan combined with a deep scan and presents you with a folder tree similar to the system explorer, from where you can open files to see if they are intact before recovering them.
Other widely used professional-level tools include:
Recoverit : designed for PCs, mobile devices, USB drives, hard drives, and memory cards. It supports over 1000 file formats and performs a complete drive scan, recovering data lost due to deletion, formatting, or virus infection. It offers a free trial and paid plans (e.g., the Essential annual license for Windows) for those who need full access to all its features.
Stellar Data Recovery : compatible with virtually any type of drive and available for Windows and Mac, it allows you to recover a wide variety of file types with a highly intuitive interface. It offers a free edition with limitations and paid subscription plans designed for both home and professional users.
Disk Drill : Available for Windows and macOS, it combines data recovery with preventative features such as Recovery Vault (an additional Recycle Bin-like layer) and Guaranteed Recovery (automatic backup of data sent to specific folders, like the Recycle Bin). It also allows you to create disk images (ISO, IMG, DMG) to work on clones instead of the original, reducing risks.
Recovering partitions and advanced cases with TestDisk
When the problem isn't just a deleted file, but an entire partition or partition table has been damaged , more advanced tools like TestDisk come into play . This open-source program runs on Windows (including MS-DOS), macOS, and Linux, and is geared toward users with some technical experience.
TestDisk runs in text mode, without a graphical interface, although it includes a fairly guided menu that explains each step. It can scan disks for lost partitions, rebuild partition tables, and restore data in FAT, exFAT, NTFS, and ext2 formats, among others. However, it does not support ext4 partitions , which are very common in modern Linux distributions.
A key advantage is that it requires no installation: you download the package, extract it, and run it, minimizing disk writes. It also allows you to create full disk images by marking defective areas as unusable, which is especially useful if the device has partial physical damage.
CrashPlan, continuous backups, and business recovery
Beyond the typical manual backup, there are solutions like CrashPlan , initially very popular in the home market and which have since evolved into enterprise environments. Their philosophy centers on performing continuous and automated backups , ensuring that there is always a recent version of your files ready to be restored.
In these systems, the number of files you can recover depends on both how they were deleted and how frequently backups are performed . If you schedule regular backups, you'll have a very recent history to draw from in case of disaster.
This “continuous backup” approach is an especially valuable safeguard when handling corporate information or long-term projects, where a total loss can translate into a significant financial cost.
How to use Recuva step by step for a USB drive
To give you a practical idea of how these tools work, imagine you've accidentally deleted several documents from a USB drive and want to try to recover them with Recuva. The workflow would look something like this:
Install and open Recuva; a wizard will appear to guide you through the process. First, it will ask you what type of files you are looking for (images, Word documents , videos, etc.) or if you prefer to select "All Files" to include everything, which is recommended if you are unsure of the exact type.
Next, specify where the files were located . In this case, select the drive corresponding to your USB drive (for example, G:). Leave the "Deep Scan" option unchecked on the first attempt to speed up the scan; if it doesn't find what you're looking for, you can always repeat the process with the deep scan enabled.
When finished, you'll see a color-coded list of files: those marked in green are likely to be recovered , orange ones may be partially damaged, and red ones are usually unrecoverable. Select the ones you want, click "Recover," and choose a destination folder on a different drive than the USB to avoid overwriting anything.
When might it be worthwhile to use a recovery company?
If, after trying several reliable tools, you still cannot retrieve your files or if the disk shows clear signs of physical failure (strange noises, massive bad sectors, the system intermittently loses sight of it), it is advisable to consider the option of a professional data recovery service.
These companies have laboratories with cleanrooms, specialized hardware tools, and proprietary software capable of reading directly from memory platters or chips in extreme situations. They can work with damaged mechanical hard drives, SSDs, memory cards, and other storage media.
However, there are two key factors you should consider: firstly, the cost (it's usually not cheap, especially for complex physical procedures) and secondly, the confidentiality of your data . Make sure the company offers strong confidentiality agreements if you're handling sensitive information.
No one can guarantee 100% that you'll recover everything you've lost, because success depends on the state of the support system and the actions taken after the incident. Even so, in many cases these centers manage to recover data that seems impossible to retrieve with home recovery software.
Ultimately, recovering deleted files combines technical knowledge, quick thinking, and good preventative practices . If you maintain regular backups, take advantage of tools like File History, remain calm after accidental deletion, and use reliable recovery software (or professionals when necessary), your chances of seeing those documents, photos, and projects again increase significantly, and the scares become anecdotes rather than digital tragedies.
