A Step by Step Guide to Recovering Deleted Files

You may be familiar with the feeling of dread that occurs when you realise you have lost or deleted important data such as photographs, documents or music from your computer. Sometimes data loss can occur after your computer has crashed, at other times you may have deleted important items accidentally.  If you have deleted or lost a file from your computer there is a high probability that you can recover the data if you react quickly and take the appropriate steps. There are a few simple things you can try yourself to recover your file but you may need to use an un-delete program, or in the worst case scenario, use a data recovery service.

Understanding the Deletion Process

Deleting a file does not actually remove the file from your computer. Instead it deletes the marker that tells Windows where the file is located. The deletion process notifies Windows that disk space should no longer be reserved for the file, but the file stays on your hard drive until it is overwritten with new data. Therefore, it is important to act quickly once you have deleted a file as it may be retrieved before it is overwritten. Do not use your computer for anything as any new data you save could overwrite the data you want to recover. If you have set disk defragmentation to run automatically on your computer, ensure it is disabled, as the resulting rearrangement of file fragments that takes place during defragmentation will prevent you from recovering your file.

Step 1 - Perform a Search

In the first instance you should perform a search for your missing file. It is quite common for people to save their files in the wrong place or drag and drop them into the wrong location. Searching for the file will tell you if it’s actually deleted or just saved in the wrong location.

There are a couple of ways you can search for missing files. The first is to use the search function that is built into Windows. This can be found by selecting start and then search on the Windows start menu. In the window that opens you will see a number of search parameters on the left hand side. The simplest way to perform a search is to select all files and folders and then enter some relevant search text in the all or part of filename field. Type in all or part of the name of the file you have lost and then select Search. The results will appear as a list in the right hand pane. If you cannot remember the name of the file, repeat the process again but use the wildcard character (*) followed by the file extension of the document. For example, *.jpg or *.doc.  You can also refine your search using the advanced search options such as search by file size, modification date etc.

The second method that can be used to locate files is to check the recently accessed program list that is found at the left of the start menu. You can use this to determine what programs you were using recently. Certain programs maintain a list of recently used files on the file menu within the program itself. For example, open Microsoft word and then look under the file menu. You will see a list of the documents you have recent been working on, along with their save location.

Step 2 – Look in the Recycle Bin

If you cannot locate your missing file via the Windows search function, check that it is not in the recycle by double clicking the recycle bin icon on your desktop. If you have manually deleted a file by mistake it will be placed into the recycle bin until it is emptied. The recycle bin is set up to store up to 10% of your hard drive capacity. This can be adjusted by right clicking the recycle bin, selecting properties and changing the maximum size on the recycle bin slider. Once the recycle bin has reached its maximum capacity older files are overwritten as they are replaced by newer ones. The larger your hard drive the longer your files will remain in the recycle bin. If you find your missing file in the recycle bin, select it, right click and select restore, it will then be reinstated to its original location.

Step 3 – Perform a System Restore

Within Windows there is a utility called system restore that can restore your computer settings to a previous point in time known as a restore point. Using system restore will not change any files you have worked on recently such as documents or spreadsheets. Returning your computer to a previous restore point will remove items such as Windows updates and program upgrades that were installed after the restore point was created. These will need to be reinstalled once the restore has completed. You can access system restore by selecting start, then help and support. Under pick a task on the right select undo changes to my system using system restore. Once the system restore utility has loaded, choose restore my computer to an earlier point in time and click next. Follow the simple onscreen instructions to complete the restore process.

Step 4 - Use an Un-delete Program

If you still cannot locate your file, try using an undelete program. These programs perform a scan of your hard drive and locate any data that cannot be found via the standard Windows search methods. However, most undelete software may only be able to find parts of the file because of the way that it has been stored within Windows. Windows does not save a file as one piece but separates it into smaller clusters that are stored on free drive space when it arises. These free spaces do not usually occur next to each other and when new data is saved it can overwrite file portions. There are a wide range of undelete programs available that vary in price and effectiveness. There are a number of free Undelete applications available but most of them will display the files and then ask for payment to restore them. When deciding which undelete software to choose, select one that can be run from removable storage like CD’s, DVD’s or USB sticks, as when you install the undelete software you may overwrite your missing file. Running the software from removable media will prevent this. Most of this software offers fast and efficient scanning options alongside search filtering and result viewing options. Having good filtering and result features is important, as an undelete program can bring back thousand of results and you may have difficulty sifting through them.

Prevention is better than cure

In order to prevent against data loss in the future, you should develop the habit of routinely backing up your important data. It may also be useful to have a good undelete program available so that you can use it immediately after a data loss has occurred. You should also learn to use the back up features that come as standard in Windows to ensure that you always have a back up of your important data.