Illustration of a Windows laptop recovering deleted files using data recovery software

How to Recover Deleted Files on Windows (Step-by-Step Guide Using Data Recovery Software)

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How to Recover Deleted Files on Windows (Step-by-Step Guide)

Accidentally deleted an important folder, your holiday photos, or a work document on your Windows PC? Don’t panic. In many cases, your files aren’t truly gone — yet.

In this guide for Windows 10 and Windows 11 users (works similarly for Windows 8 too), we’ll walk through:

  1. What to do immediately after deleting files
  2. Free ways to recover files using Windows tools
  3. How to recover permanently deleted files using Data Recovery Software
  4. Best practices to avoid data loss in the future

⚠️ Important: The more you use your PC after deleting a file, the lower your chances of recovery. Try not to install large programs, download big files, or copy lots of data until you finish your recovery attempts.

Step 0: Do This First to Maximize Your Chances

Before we touch anything:

  • Avoid writing to the affected drive.
    If the deleted files were on C: (your main drive), try not to install new apps or download large files there.
  • If possible, stop using the PC immediately.
    If the lost files are very important (e.g., client work, tax files, once-in-a-lifetime photos), it’s best to keep activity minimal until you try recovery.
  • Plan to install Data Recovery Software on a different drive.
    For example, install it on D: or a USB drive, not on C: if that’s where the deleted files lived.

Step 1: Check the Recycle Bin (Quick Win)

For many users, the solution is this simple.

  1. Open the Recycle Bin
    • Double-click the Recycle Bin icon on your desktop.
    • If you don’t see it, press Windows key, type Recycle Bin, and press Enter.
  2. Look for your deleted files
    • You can sort by Date Deleted to quickly see the most recent items.
    • Use the Search box (top-right) to search by file name if you remember it.
  3. Restore the files
    • Right-click the file or folder you want.
    • Click Restore.
    • Windows will put the file back to its original location.

💡 Note: If you used Shift + Delete or you’ve already emptied the Recycle Bin, your files will not appear here. In that case, keep reading — you’ll likely need Data Recovery Software.

Step 2: Check Backups & Cloud Services

Before using specialized tools, it’s smart to quickly check any backups or cloud sync you might already be using.

2.1. Windows “Previous Versions” / File History

If File History or a backup tool was previously set up, you may be able to restore older versions of files or folders.

  1. Navigate to the folder where the file used to be in File Explorer.
  2. Right-click the folder and select “Restore previous versions.”
  3. If available, choose a version from before you deleted the file.
  4. Click Restore to bring back that older version.

If you don’t see any previous versions, File History or System Protection may not have been configured. That’s normal for many users — we’ll fix that later in the “Prevention” section.

2.2. OneDrive, Google Drive, Dropbox, etc.

If your documents or photos were stored in a cloud-synced folder (very common for Windows 10/11 users):

  1. Open the web version of the service:
    • OneDrive
    • Google Drive
    • Dropbox
    • iCloud Drive, etc.
  2. Check their Trash/Recycle Bin area:
    • OneDrive: “Recycle bin”
    • Google Drive: “Bin”
    • Dropbox: “Deleted files”
  3. If you see your file:
    • Select it and choose Restore.
    • It will sync back to your PC automatically.

If none of these work, your files may still be recoverable from the disk itself. That’s where Data Recovery Software comes in.

Step 3: Use Data Recovery Software (Best for Permanently Deleted Files)

If your files are not in the Recycle Bin, and you don’t have a backup, you’ll need a dedicated tool to scan your drive and attempt to recover them.

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3.1. Download and Install Data Recovery Software (Safely)

  1. Open your web browser.
  2. Go to your affiliate link:
    https://www.howtofixd.com/go/data-recovery-software
  3. Download the installer for Data Recovery Software.

⚠️ Important:

  • If your lost files were on C:, avoid installing the software on C: if you can.
  • Install on a secondary drive (D:), external USB drive, or portable SSD instead.
  • This reduces the risk of overwriting the deleted data you want to restore.
  1. Run the installer and follow the on-screen instructions.
  2. Once installed, launch Data Recovery Software.

3.2. Choose the Drive or Device to Scan

When you open Data Recovery Software, you’ll typically see a list of drives and locations:

  • Local Disk (C:)
  • Other internal drives (D:, E:, etc.)
  • External USB drives
  • SD cards, external HDDs, or memory cards
  • Sometimes “Desktop,” “Documents,” “Recycle Bin,” etc. as quick locations

Select the drive where the files were deleted.

Examples:

  • Deleted something from your Documents folder? That’s usually on C:.
  • Lost photos from a USB stick? Select that specific USB device.
  • Formatted an external drive? Choose that external drive.

3.3. Run a Scan (Quick vs Deep)

Most recovery tools offer two main scan types:

  • Quick Scan – Fast, good for recently deleted files.
  • Deep Scan – Slower, but more thorough; can find files after formatting, partition issues, or older deletions.

Recommended approach:

  1. Start with a Quick Scan (if the software offers this option).
  2. If you don’t see what you need, run a Deep Scan.

During the scan:

  • You’ll see a progress bar and estimated time.
  • You may already see files while the scan is still running.
  • Avoid using the PC heavily during the scan to keep things stable.

3.4. Filter, Search, and Preview the Recoverable Files

After the scan completes, Data Recovery Software will show you a list of files it found.

Typical tools allow you to:

  • Search by file name
  • Filter by file type:
    • Pictures (JPG, PNG, RAW)
    • Documents (DOCX, PDF, XLSX, etc.)
    • Videos (MP4, AVI, MOV)
    • Audio (MP3, WAV), and more
  • View files in folders similar to Windows Explorer

Steps:

  1. Use the search bar if you remember the file name or part of it.
  2. Or navigate by file type (e.g., “Photos” or “Documents”).
  3. Click on a file to preview it (if the software supports preview):
    • This lets you confirm the file is intact before recovery.

💡 Tip: Prioritize the most important files first, like work documents, legal papers, or irreplaceable photos.

3.5. Recover the Selected Files (Choose a Safe Destination)

Once you’ve selected the files/folders you want to restore:

  1. Tick the checkboxes next to each file or folder.
  2. Click the Recover button.
  3. Choose a recovery destination:
    • Do NOT save to the same drive you’re recovering from.
    • Use another internal drive, an external HDD, USB drive, or SSD instead.

Example:

  • If recovering from C:, save recovered files to D: or an external drive.
  • If recovering from a USB drive, save them to your internal C: drive.
  1. Wait for the recovery process to complete.
  2. When finished, open the destination folder in File Explorer and verify the files.

Step 4: Organize and Test Your Recovered Files

After recovery:

  1. Open a few recovered files to ensure they work:
    • Test documents in Word, Excel, etc.
    • Open images in the Photos app.
    • Play videos to ensure they’re not corrupted.
  2. Create folders to sort your files:
    • Recovered_Photos_2025
    • Recovered_Work_Documents
    • Recovered_Projects
  3. Back them up immediately (see next section).
    Don’t wait for another accident to happen.

Step 5: Prevent Future Data Loss (Set This Up Once)

Losing files once is painful. Losing them twice is brutal. Here’s how to protect yourself long-term.

5.1. Enable Regular Backups

You can use:

  • Windows Backup & File History
  • An external HDD
  • Or a cloud backup service

At minimum, aim for:

  • 1 local backup (external drive)
  • 1 cloud backup (OneDrive, Google Drive, Dropbox, etc.)

Even backing up once a week or once a month is far better than nothing.

5.2. Store Important Files in Cloud-Synced Folders

For documents and photos you really care about:

  • Save them in your OneDrive or Google Drive folder on Windows.
  • These services keep a cloud copy and often a version history.

5.3. Be Careful with Shift + Delete and Formatting

  • Use regular Delete (send to Recycle Bin) instead of Shift + Delete, unless you’re absolutely sure.
  • Double-check the drive before clicking Format.

If you’re in Europe or the US and handling work files or personal data, remember that losing certain documents can cause serious headaches (tax, legal, or compliance issues). Backups are not just convenience — they’re protection.

Common Questions About File Recovery on Windows

Can I recover files after emptying the Recycle Bin?

Yes, often you can, using tools like Data Recovery Software, as long as:

  • The data hasn’t been heavily overwritten.
  • You act fairly quickly.
  • You avoid installing new programs or copying large amounts of data to that drive.

Is Data Recovery Software safe to use?

Reputable data recovery tools are generally safe, especially if:

  • You download them from the official website (via your affiliate link).
  • You don’t recover data to the same drive you’re scanning.
  • You use them only on devices you own or have permission to access.

Can it recover files from USB sticks and SD cards?

Yes, most data recovery software can scan:

  • USB flash drives
  • External HDDs/SSDs
  • SD cards (e.g., from cameras)
  • MicroSD cards (e.g., from phones, via a card reader)

Will it always work?

Unfortunately, no tool can guarantee 100% recovery. Success depends on:

  • How long ago the files were deleted
  • How much new data has been written since
  • Whether the disk has physical damage

But using a dedicated tool like Data Recovery Software gives you the best possible chance.

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