How to recover data from my external hard drive

​External hard drives are indispensable tools in our digital world. They help us store large amounts of data, back up our systems, and carry files between different locations. But as reliable as they seem, external hard drives are not immune to failure. They can become unreadable, corrupted, or accidentally formatted sometimes without warning. When this happens, your data may seem lost forever, but in many cases, it’s still possible to recover it.

Accidental deletion of files or folders.

Formatting the drive without backing up the data first.

File system corruption, often caused by unsafe removal or interrupted file transfers.

Virus or malware attacks that damage or hide files.

Physical damage from drops, power surges, or wear and tear.

Logical errors that prevent the drive from mounting properly.

Recognizing the type of issue you’re facing can help determine the best method for recovery. Logical errors and software-related problems can often be fixed with recovery software, while physical damage may require professional help.

Initial Troubleshooting Steps

Before jumping into recovery software or taking the drive to a technician, try these basic steps. They may resolve minor issues without the need for advanced tools.

Reconnect the Drive Properly

Unplug the external hard drive and plug it back into a different USB port. If possible, try using it with another computer to rule out problems with your system.

Check the Cable and Port

A damaged cable or faulty USB port might make the drive appear unresponsive. Swap out the cable and try another port to see if the drive becomes accessible.

Listen for Unusual Noises

If your hard drive makes clicking, grinding, or beeping sounds, this could indicate physical failure. In such cases, it’s best not to attempt further use—doing so may cause more damage.

Look for the Drive in Disk Management (Windows) or Disk Utility (Mac)

If your drive isn’t visible in File Explorer or Finder but shows up in the system utility, it might be suffering from file system corruption, a missing partition, or an unrecognized format. These are recoverable using software.

Do Not Format

If prompted to format the drive when plugging it in, resist the urge. Formatting will only complicate recovery efforts unless you know what you’re doing and have already backed up the data.

If these steps don’t restore access to your files, it’s time to move on to recovery tools.

Using Data Recovery Software

Data recovery software is designed to retrieve lost, deleted, or inaccessible files from drives that still function at a basic level. These tools scan the drive’s structure for recoverable data, even when the file system is damaged or erased.

Choosing the Right Software

There are many recovery programs available, both free and paid. Popular choices include Recuva, EaseUS Data Recovery Wizard, Stellar Data Recovery, Disk Drill, R-Studio, and Panda Recovery. Key features to look for in a tool include:

Support for external hard drives

Compatibility with your operating system

Deep scan and quick scan options

File preview before recovery

Support for various file types (photos, videos, documents, etc.)

While free versions often have limitations, such as a cap on recoverable file size or fewer scan options, they’re usually sufficient for small jobs. For more serious recovery, consider investing in a full-featured program.

Preparing for Recovery

To ensure the best chance of success, follow these guidelines before using recovery software:

Do not save anything new to the external drive. Writing new data could overwrite the files you want to recover.

Disconnect unnecessary devices to prevent confusion during the scan.

Install the recovery software on a different drive—not the one you’re recovering from.

Make sure there’s enough free space on your internal drive or another external drive to save recovered files.

Once you’re set up, launch the recovery program and begin the process.

Step-by-Step Recovery Process

Although specific steps vary slightly between software, the general procedure is as follows:

Launch the Recovery Tool

After installation, open the program. Most tools offer a simple interface, often with a wizard-like layout that guides you through each step.

Select the External Hard Drive

The software will list all storage devices connected to your system. Choose the external drive from which you want to recover data.

Choose a Scan Mode

Many tools offer two types of scans:

Quick Scan: Faster, suitable for recently deleted files.

Deep Scan: Thorough, used for formatted drives or major corruption. It takes longer but yields better results.

Start the Scan

Once you’ve selected the drive and scan mode, initiate the scan. You’ll see a progress bar, and some tools let you preview files in real time as they’re discovered.

Browse and Preview Recoverable Files

After scanning, the tool will display a list of recoverable files, often sorted by file type or directory. Many programs let you preview files to confirm their integrity.

Select Files to Recover

Mark the files and folders you want to restore. You can usually filter by type, size, or date to find specific items more easily.

Choose a Recovery Destination

Select a different drive (not the same external drive) as the destination. This prevents potential overwriting of other lost data.

Recover Your Files

Click the recovery button, and the tool will copy the selected files to the new location. The duration depends on the file sizes and number of items.

Verify the Recovered Data

Open a few of the recovered files to ensure they’re intact. If some files don’t work, you may need to re-scan or use another recovery mode.

Special Case: Recovering from a Formatted Drive

If you accidentally formatted your external hard drive, don’t panic. Formatting often only removes the file system’s pointers—not the actual data—so recovery is still possible.

Use a deep scan with your recovery tool. Most software will detect files from the raw sectors of the drive. These files may lose original folder structures or filenames, but their contents can often be restored fully.

Special Case: Recovering from an Unrecognized Drive

If your drive doesn’t show up in File Explorer or Finder but appears in system tools, the file system may be damaged. This too is often repairable with recovery software.

In some cases, your drive might appear as unallocated space. A deep scan can still pull files from it, even if the partition is missing or unreadable. Avoid using built-in disk utilities to repair or reformat the drive before attempting recovery, as this could reduce your chances of success.

When to Use Professional Services

Not all data loss can be fixed with software. If your external hard drive is physically damaged—say, it was dropped or exposed to water—or if it makes loud clicking or buzzing sounds, it likely has mechanical problems. Attempting recovery with software in such cases may do more harm than good.

Professional data recovery services use clean room environments and specialized equipment to open and repair drives without contamination. They can recover data from failed platters, damaged heads, and electronic failures.

Although expensive, these services are worth considering when the data is critical and irreplaceable. Look for reputable companies with experience in hard drive recovery and transparent pricing models.

Tips to Maximize Recovery Success

Recovering data isn’t guaranteed, but these best practices will boost your chances:

Stop using the drive immediately after noticing data loss.

Avoid reformatting or repartitioning unless advised by a professional.

Run multiple scans with different software if needed—some tools find files others miss.

Be patient with deep scans—they take time, especially with large drives.

Preview before recovering, to avoid wasting space or time on damaged files.

Keep backups of your recovered files in at least two safe places.

Preventing Future Data Loss

Data loss is painful, especially when it happens unexpectedly. Fortunately, it’s often preventable. Use these proactive steps to avoid data loss in the future:

Back up regularly using cloud services or another external drive. Set automated backups if possible.

Safely eject drives before unplugging them to prevent corruption.

Avoid using the same drive on multiple systems without scanning for viruses.

Protect your drive from physical damage by storing it in a padded case.

Use power protection like surge protectors or UPS systems during data transfers.

Monitor the health of your drives using tools like CrystalDiskInfo or SMART diagnostics.

Creating a reliable backup system is the best way to ensure you never face a data recovery situation again. Redundancy is your friend when it comes to data protection.

Discovering that your external hard drive is inaccessible or that critical files are missing can be a jarring experience. But thanks to the advancement of recovery software and the availability of professional services, data loss doesn’t always mean the end.