Where to find your earlier Excel versions

Excel keeps automatic backups of your work on your computer and in the cloud, depending on how you save. The easiest place to look is File > Info > Version History if you use Microsoft 365 (the subscription version). This shows you every saved version from the last 30 days, with the date and time each one was saved.

If you use Excel on your desktop without a Microsoft 365 subscription, or if you save files locally only, look for a folder called AutoRecovery. On Windows, this is usually at C:\Users\[Your Name]\AppData\Local\Microsoft\Office\UnsavedFiles. On Mac, it's in ~/Library/Containers/com.microsoft.Excel/Data/Library/process Support/Microsoft/Office/Office Crash Recovery. These files are temporary and only stay for a few days, so act quickly if you need them.

Key Takeaways

  • Microsoft 365 subscribers can restore any saved version from the last 30 days using File > Info > Version History without leaving Excel.
  • Windows and Mac both store temporary recovery files in hidden folders that you can access if Excel closed unexpectedly.
  • Right-clicking a file in File Explorer (Windows) or Finder (Mac) and selecting "Previous Versions" or "Revert To" shows backups your operating system made.
  • If you saved over a file and cannot find it in version history, check your Recycle Bin or Trash — you may be able to restore the entire file from there.
  • OneDrive and SharePoint automatically version every save, so files stored there have more recovery options than files saved only to your computer.

Using Version History in Microsoft 365

Open the Excel file you want to restore. Click File in the top left, then Info. On the right side, you will see Version History — click it. A panel opens showing every version Excel saved, with timestamps. Each row shows when the file was saved and sometimes who saved it (if the file is shared).

Click the version you want to restore to. Excel opens it in a read-only preview so you can confirm it is the right one. If it is, click Restore at the top of the preview. Excel replaces your current file with that earlier version. The old version you were working on becomes a new entry in the version history, so you can still get back to it if you change your mind.

Version history only works if you saved the file to OneDrive, SharePoint, or another cloud service that Microsoft 365 supports. If you save only to your computer's hard drive, version history will not appear.

Checking AutoRecovery files on Windows

If Excel crashed or you closed it without saving, look in the AutoRecovery folder. Press Windows key + R to open the Run dialog. Type %appdata%\Microsoft\Excel and press Enter. This opens a folder where Excel stores recovery files.

Look for files with names like Document Recovery or files ending in .xlk (the backup format). If you find one, copy it to your Desktop or Documents folder, then open it in Excel. If it opens successfully, use File > Save As to save it with a new name so you do not overwrite your current file by accident.

If the AutoRecovery folder is empty or does not exist, try opening Excel and looking for a Document Recovery pane that appears automatically. Excel sometimes shows this pane when it detects unsaved work from a crash.

Checking AutoRecovery files on Mac

On Mac, the recovery folder is hidden by default. Open Finder and press Command + Shift + G to open the "Go to Folder" dialog. Paste this path: ~/Library/Containers/com.microsoft.Excel/Data/Library/process Support/Microsoft/Office/Office Crash Recovery. Press Enter.

Look for files with your spreadsheet's name or generic names like Book1. These are temporary files Excel saved. Copy any file you want to keep to your Desktop or Documents folder, then open it in Excel. Save it with a permanent name using File > Save As.

If you cannot find the recovery folder or it is empty, check the Trash. If you recently deleted a file, you can drag it back to your Documents folder and open it from there.

Using your operating system's file history

Both Windows and Mac keep their own backups separate from Excel's backups. On Windows, right-click the Excel file in File Explorer, select Restore previous versions, and you will see a list of backups Windows made. This only works if you have File History or System Protection turned on, which is the default on most computers.

On Mac, open Finder, navigate to the folder where your file is, right-click the file, and select Revert To > Browse All Versions. This opens a timeline showing every version Mac backed up. Click the version you want and click Restore.

These operating system backups usually go back further than Excel's own recovery files — sometimes weeks or months — but they only exist if backups were running when you saved the file.

Recovering a file you deleted entirely

If you deleted an Excel file and want it back, check your Recycle Bin (Windows) or Trash (Mac) first. Right-click the file and select Restore or drag it back to your Documents folder. This works as long as you have not emptied the Recycle Bin or Trash.

If the Recycle Bin or Trash is empty, you may still be able to recover the file if you use OneDrive, Google Drive, or another cloud service. Log into your cloud account on the web, look for a Recycle Bin or Trash section, and restore the file from there. Cloud services usually keep deleted files for 30 to 93 days before permanently removing them.

If the file was saved only to your computer and you have already emptied the Recycle Bin, recovery becomes much harder and may require paid data recovery software. This is why saving important files to the cloud or keeping regular backups on an external drive matters.

Why you cannot find an older version

Version history disappears after 30 days in Microsoft 365, so if you are looking for something older than that, it is gone. AutoRecovery files last only a few days. If you need to keep files longer, save them to OneDrive or SharePoint, which keep versions indefinitely (though you may need to check your organization's retention policy if you use a work account).

If you saved over a file and did not notice for weeks, the earlier version may no longer exist anywhere. This is why it helps to save with different names when you make big changes — for example, Budget_2024_Draft.xlsx and Budget_2024_Final.xlsx instead of overwriting the same file each time.

Frequently Asked Questions

Can I restore a version if I saved the file to my computer, not the cloud?

You can check AutoRecovery files and your operating system's file history, but neither goes back as far as cloud version history does. If neither of those has what you need, the file is likely gone. For future work, consider saving important files to OneDrive or another cloud service so you have longer recovery windows.

How far back does version history go in Microsoft 365?

Version history keeps every saved version for 30 days. After that, older versions are deleted automatically. If you need to keep a specific version longer, read it and save it separately with a date in the filename.

What if I see a file in AutoRecovery but it will not open?

The file may be corrupted. Try opening it in Excel and using File > Open > Browse, then selecting the file and clicking the dropdown arrow next to Open, then Open and Repair. If that does not work, the file is likely too damaged to recover.

Does closing Excel without saving delete the AutoRecovery file?

No. AutoRecovery files stay in the recovery folder for several days even after you close Excel. When you reopen Excel, it usually offers to recover unsaved work automatically. If you dismiss that offer, you can still find the file manually in the AutoRecovery folder.

Can I restore a version someone else edited in a shared Excel file?

Yes, if the file is on OneDrive or SharePoint. Version history shows who made each change and when. You can restore to any earlier version, even one from before someone else's edits. The person who made the newer edits will see that their changes were undone.