Microsoft’s Excel software is recognized as “the world’s most widely used spreadsheet.” Excel can operate as a standalone application, in the cloud, or as part of Microsoft’s 365 productivity suite.
With hundreds of millions of users relying on it daily, the chances of Excel files becoming corrupted and requiring repair is not uncommon. Anyone who depends on Excel will feel concerned if they’re unable to open a corrupted Excel file or open it only to see corrupted data. File corruption can render a Microsoft document inaccessible and unusable.
Fortunately, you can learn how to recover a corrupted Excel file and there are many effective methods to help you. Although you may need to try several solutions before finding one that works for your specific file, it’s usually possible to restore access to your data. We’ve prepared this easy-to-follow guide on how to recover corrupted Excel files in a time-efficient manner.
How Can You Tell If an Excel File is Corrupted?
You can spot a corrupted Excel file in various ways. You might notice error messages such as “Excel has stopped working” or “unable to read file” when trying to open a particular document. In other cases, the file might open successfully but display unusual issues, such as missing data or unexpected formatting errors.
Certain habits or situations can lead to Excel file corruption without users realizing it. Here are some common causes:
- Software or system crashes: Crashes, particularly when an Excel file is open, can corrupt the file.
- Forceful software closure: Forcing Excel to close during a crash, especially via Windows Task Manager, can lead to file corruption.
- Abrupt shutdowns: Situations like power outages or dead batteries may lead to computer shutdowns without saving open files properly.
- Faulty or outdated plugins: Some add-ins can make Excel easier to use, but plugins from unverified sources can interfere with file stability.
- Malware attacks: Excel files can be vulnerable to corruption from malware without robust protection software like System Mechanic® Pro or System Mechanic® Ultimate Defense™.
By identifying the likely cause, you may be able to better determine how to repair your corrupted Excel files. For instance, if a faulty plugin caused the problem, uninstalling it might resolve the issue.
Excel Corrupt File Recovery Methods
When you try to open an Excel workbook, the software may detect the corrupted file and attempt automatic recovery by launching File Recovery mode. However, this feature does not always activate, so you may need to look at how to fix corrupted Excel files manually. Below are several trusted ways to recover a corrupted Excel file effectively.
- Use Excel’s “Open and Repair” Function
- After opening Excel on your Windows PC, select “Open Other Workbooks” in the lower-left corner of the window and click the folder-shaped “Browse” icon.
- Locate and select the corrupted file in File Explorer. Then, click the downward arrow beside the Open button and choose the “Open and Repair…” option.
- In the dialog box that appears, try these two options:
- Repair: If available, this will activate built-in Excel features designed to repair damaged workbooks.
- Extract Data: If repair isn’t successful, this alternative helps to salvage data from the corrupted file.
- If you’re able to repair the file, remember to save it under a new name on your PC before proceeding with any further edits.
- Revert to the Workbook’s Latest Saved Version
- This recovery option works if the last save occurred before the file corruption. Here’s how to recover corrupted Excel files by restoring a previous version.
- In Excel, open the File menu, click “Open”, and double-click the workbook’s name.
- Confirm by selecting “Yes” to open the workbook in its last saved form. This option can help you quickly restore any missing or corrupted data as long as it was saved before the issue began.
- This recovery option works if the last save occurred before the file corruption. Here’s how to recover corrupted Excel files by restoring a previous version.
- Change the Workbook’s File Format
- Incompatibility issues with newer versions of Excel can sometimes lead to file instability. If your Excel workbook was created with an older version, changing the file format may resolve these issues. Follow these steps on your Windows PC.
- Open File Explorer, then select the “View” tab to enable file extensions.
- Highlight the corrupted Excel file, select the “Rename” option from the toolbar, and replace its extension. For instance, if the file is in “.xls” format, try switching it to “.xlsx” or “.html”.
- Incompatibility issues with newer versions of Excel can sometimes lead to file instability. If your Excel workbook was created with an older version, changing the file format may resolve these issues. Follow these steps on your Windows PC.
Changing the file format can sometimes correct compatibility issues and help you recover your data without complex recovery methods.
How to Recover a Corrupted Excel File on Mac
You Apple device users may be wondering how to recover a corrupted Excel file on Mac. The steps for repairing Excel files on Mac differ slightly, as the “Open and Repair” function may not always be available. Here are some alternative recovery tips for Mac users:
- Time Machine Backup: If you regularly back up files with Time Machine, you may be able to restore a previous, uncorrupted version of the file.
- Transfer to Windows: If a Time Machine backup isn’t available, try transferring the file to a Windows PC and attempting the “Open and Repair…” method.
How iolo's Search and Recover Could Help
For Windows users, iolo’s Search and Recover tool is designed to restore various file types, including Excel documents. It’s a fast, easy, and effective method for recovering files lost to corruption.
