5 best known ways to recover an Excel file on Mac in 2025

Thanks to the father of Excel, Charles Symonyi, we can easily use the tool for various tasks — from project management to data analysis. Since it was first made for Windows, the Mac version of Microsoft Excel has always felt a bit behind the curve. Because of this, trying to recover deleted files on macOS can be pretty tricky.

Unlike simple document recovery, Excel files often contain complex formulas and macros that can be harder to retrieve. Being ready is key, so having a few tricks up your sleeve can boost your chances of a successful recovery.

That’s why I’ll show you how to recover an Excel file on a Mac using built-in tools and third-party apps. 

What are the best methods to recover unsaved Excel files on a Mac?

Before we dive into the details, let’s briefly examine the best solutions to recover unsaved or deleted Excel files:

Excel file recovery method	Best for
Trash	Restoring accidentally deleted files
Disk Drill	Instantly restoring files from any storage device
Excel’s AutoRecover feature	Restoring crashed Excel files
Time Machine	Users setting up Time Machine backup in advance
macOS Versions	Restoring previous versions of Excel files

To broaden your file recovery options, explore Mac's top 10 recovery tools to recover lost Excel files and other essential data.

Before you continue...

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How to recover an Excel file on a Mac that has disappeared? 

I did a quick poll with my friends and coworkers, and it turns out the biggest reasons they had to recover their Excel spreadsheets were accidental deletions and file corruption — especially after their computers crashed or shut down unexpectedly. I totally get it because I can be a little clumsy when I'm working, too!

Some of the ways to recover lost or unsaved Excel files might seem pretty straightforward, but that’s the trick. Let’s check out how to get those files back.

Method 1: Recover deleted Excel files from Trash

As you understand, I use this method a lot ha-ha. If you just did some spring cleaning on your Mac, there's a chance you accidentally tossed your Excel file into the Trash. No need to freak out — take a moment to check out this recovery method first.

To recover files from accidental deletion:

1. Click the Trash icon from Dock to open it.
2. Find the XLS file you want to recover and right-click on it. 
3. Click Put Back.

Method 2: Recover deleted or lost files using Disk Drill

If you permanently delete any kind of file, it’s still somewhere on your device, so it's a good idea to try some professional recovery software to get it back.

Disk Drill has proven to be a reliable data recovery tool that locates all lost files on your hard drive quickly, which is why it’s one of the best methods for recovering XSL and other data types. 

To recover data with the tool:

1. Install and open Disk Drill.
2. Choose a storage device where your XSL was stored earlier.
3. Click Search for lost data.

4. After the search is complete, click Documents.

5. Look for the file by typing xsl in the search bar and click Recover.

A big plus of this tool is that it can also recover unsaved workbooks or Word documents from your Mac and USB, flash drives, iPhones, and Android.

Method 3: Recover corrupted files using Microsoft Excel's AutoRecover feature

Picture this: you're deep into your quarterly analysis spreadsheet when the power goes out. That’s when the AutoRecover feature can help.

Excel’s AutoRecover feature creates a backup of your file at regular intervals of every 10 minutes. If your Mac crashes or you lose power and electricity, the next time you open Excel, it will offer to recover your last session.

But to be sure the feature is enabled on your Microsoft Excel:

1. Click Excel in the menu bar > Preferences > Save.
2. Make sure “Save AutoRecover information every X minutes” is selected. 
3. If Excel doesn't automatically recover the file, you can manually check the AutoRecover folder at ~/Library/Containers/com.microsoft.Excel/Data/Library/Preferences/AutoRecovery to find temporary backup files and restore your spreadsheet.

For more information, check out the Microsoft Support page.

Method 4: Recover lost files using Time Machine

Time Machine is another built-in macOS feature that lets you recover XLS files. However, it works only if you set up a Time Machine backup before losing a file. 

To recover XLS with Time Machine:

1. Connect a Time Machine backup drive. If not, check out the article on how to set up Time Machine.
2. Open the folder where your lost XSL files were located. 
3. Click Time Machine from the menu bar > Enter Time Machine.
4. Use the timeline on the right to find and recover the Excel file.
5. Click Restore.

How do I restore a previous version of an Excel File on a Mac?

On a Mac, many apps save versions of your files while you work on them — and not just work — they also save every new version after you open, duplicate, rename, lock, or save a document on every Apple Mac.

If you want to restore the XLS, do the following:

1. Open the Excel document on your Mac.
2. Click File in the menu bar > Choose Revert To > Browse All Versions.
3. Choose the version to restore (if you worked with the document before) and click Restore.

Top data recovery software for Excel files on Mac

To recover Excel files on Mac, start with built-in tools:

• Time Machine: Restores files from backups but won’t include changes after the backup.
• AutoRecover: Recovers recent versions after crashes; set a short save interval for better coverage.
• Trash: Recover files accidentally deleted, if not emptied from Trash.

For deeper recovery, try third-party apps like Disk Drill, which can recover multiple Excel files from various storage devices, including portable drives and NAS.

Common causes of Excel file loss on Mac and how to prevent them

Common causes of Excel file loss and how to prevent them:

• System crashes: Can cause file loss even if you’re not in Excel. Prevent by avoiding heavy resource use, restarting often, preventing overheating, and avoiding untrusted software.
• Accidental deletion: Happens when deleting files carelessly. Prevent by clearly naming files/folders and setting up regular Time Machine backups and frequent AutoRecover saves.
• File corruption: Causes files to be unreadable or incomplete. Prevent with regular antivirus scans, using reliable storage devices, and safely ejecting external drives.

Since file loss can be unpredictable, using third-party backup and recovery tools is also wise.

How to use cloud storage for backup and recovery of Excel files

A reliable way to protect Excel files is using cloud storage for backup and recovery. It lets you automatically save versions online for quick access with internet. Plus, remote servers keep files safe from hardware damage or theft. Just remember to follow security best practices—use two-factor authentication, change passwords regularly, and scan for spyware to protect your cloud account. 

Can I restore deleted Excel files on a Mac? Absolutely!

No matter what happened to your Excel files on Mac, there are ways to restore them — from Trash recovery to advanced Time Machine backup restore.

The best way to recover lost Excel files is to keep a few recovery methods and handy tools, just in case:

• Use Disk Drill, a data recovery software, to recover lost XLS and other file types from any storage device.
• Use Get Backup Pro to backup files on the go.
• Use Dropshare to keep essential docs online from your menu bar.

You can get all these apps and 250 more on Setapp. The platform has some cool macOS and iOS apps for recovery cases and other things like productivity or creativity. Get a chance to test all apps within a 7-day free trial.