How to recover files from external hard drive

External hard drives are widely used for storing backups, transferring large files, or expanding storage on computers, and they often contain important and irreplaceable data. However, even these reliable devices are not immune to accidents. You might accidentally delete files, format the drive unintentionally, experience corruption, or encounter a drive that’s no longer recognized by your system. When disaster strikes, knowing how to recover files from an external hard drive can be the difference between losing years of memories or critical business data and retrieving them successfully.

1. Accidental Deletion

It’s all too easy to delete the wrong folder or file, especially during file organization or cleanup. When deleted, files may bypass the Recycle Bin and be lost from sight immediately.

2. Drive Formatting

Formatting erases the file system on the drive, removing access to all stored files. This can happen unintentionally during disk initialization, OS reinstallation, or from using the wrong drive in disk management.

3. File System Corruption

File system corruption caused by improper ejection, power failures, or malware may render the drive unreadable by your operating system, even if the files still exist on the disk.

4. Virus or Malware Attack

Certain types of malware can hide, delete, or encrypt files. Ransomware is particularly dangerous as it locks access to your data until a ransom is paid.

5. Hardware Malfunction

Hard drives can suffer from mechanical issues like bad sectors, head crashes, or PCB failures, making the files inaccessible through standard methods.

6. Partition Loss

Sometimes, a whole partition on the drive may be deleted or lost, making all data on it seem to vanish.

Understanding the cause can help you decide whether software tools will suffice or whether professional help is necessary.

Things to Do Before Recovery

Before jumping into recovery, there are important steps to take to preserve the data and avoid making the situation worse.

Stop Using the Drive Immediately

Once you discover that files are missing or the drive is malfunctioning, avoid writing any new data to it. This is crucial because overwritten data is often permanently unrecoverable.

Check for Connection Issues

Sometimes the problem isn’t the drive itself. Try using a different USB cable or port, and test the drive on another computer to ensure it’s not a hardware or compatibility issue.

Look for Hidden Files

In some cases, the files might just be hidden. Enable the option to view hidden files in your operating system to make sure they haven’t simply been obscured.

Scan for Malware

Run a malware scan to ensure that the issue isn’t caused by malicious software. Remove any threats before proceeding with recovery.

Once you’ve ruled out these basic issues and ensured that the drive is safe to operate on, you can move forward with recovery.

Recovery Method 1: Restore from Backup

The simplest way to recover files is to restore them from a backup, assuming you’ve created one previously.

Using File History (Windows)

If File History is enabled, you can restore previous versions of files:

Connect your external hard drive.

Navigate to the folder where the file was located.

Right-click and select “Restore previous versions.”

Choose the version you want and click “Restore.”

Using Time Machine (Mac)

If you use Time Machine with your Mac:

Connect the Time Machine backup drive.

Launch Time Machine.

Navigate through the timeline to find the missing files.

Select the file(s) and click “Restore.”

While restoring from a backup is ideal, many people don’t have one in place. In that case, recovery software becomes the next best option.

Recovery Method 2: Use Data Recovery Software

Data recovery tools are specialized programs designed to scan storage devices for lost or deleted files and restore them.

Recommended Recovery Software

Some trusted data recovery tools include:

Panda Assistant

Designed for both beginners and advanced users, Panda Assistant uses powerful scanning algorithms to locate and restore files that may seem permanently gone. Whether your external drive is a USB, HDD, or SSD, the tool supports all major file systems, including NTFS, FAT32, exFAT, and HFS+.

To begin recovery with Panda Assistant, simply connect your external hard drive to your computer, launch the program, and select the drive. The software offers two scan modes: Quick Scan for recently deleted files and Deep Scan for more thorough recovery, including files lost after formatting or partition issues. Once the scan is complete, you can preview recoverable files such as photos, videos, documents, and more before selecting what you want to restore.

Panda Assistant also ensures data safety by offering the option to recover files to a different storage location, preventing any chance of overwriting existing data. Its clean interface makes navigation simple, even for those unfamiliar with data recovery.

These programs offer both free and paid versions and are capable of recovering deleted, formatted, or lost files from external drives.

Step-by-Step Guide Using Recovery Software

The process is generally similar across most tools:

Download and Install the Software

Install the software on a different drive from the one you’re trying to recover data from. Avoid installing it on the external hard drive to prevent overwriting lost files.

Launch the Software and Select the External Drive

Open the program and choose your external hard drive from the list of available drives.

Start the Scan

Choose a quick scan first. If nothing appears, try a deep scan for a more thorough search, though it takes longer.

Preview and Select Files for Recovery

Most tools allow you to preview recoverable files. Browse through the results, select what you want, and proceed.

Recover Files to a Safe Location

Always restore recovered files to a different drive—preferably your computer’s internal drive—to avoid overwriting any remaining data.

Recovery software is effective for logical data loss but won’t help with mechanical or severe physical damage.

Recovery Method 3: Use Command-Line Tools

Tech-savvy users may prefer using built-in command-line utilities to attempt recovery.

On Windows (chkdsk and attrib)

Open Command Prompt as Administrator.

Type the following command:

bash

CopyEdit

chkdsk X: /f

Replace “X” with your external drive letter. This will scan and fix errors.

To try and restore hidden files:

bash

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attrib -h -r -s /s /d X:\*.*

This process won’t restore deleted files but may recover files that are invisible due to corruption.

On Mac (Terminal and fsck)

Open Terminal.

Enter the following:

nginx

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diskutil list

Identify your external drive, then type:

bash

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sudo fsck_hfs -fy /dev/disk2s1

Replace the identifier with your external drive.

While not as user-friendly as software tools, command-line utilities can be effective for minor file system problems.

Recovery Method 4: Professional Data Recovery Services

If your drive has suffered physical damage, makes unusual noises (clicking or grinding), or none of the above methods work, it’s time to seek professional help.

Signs You Need a Specialist:

The drive is not recognized at all.

There’s physical damage to the casing or connector.

The drive emits strange sounds.

Recovery software fails to detect files or the drive.

What to Expect

Professional data recovery centers use cleanroom environments to open and repair drives safely. Technicians can retrieve data from drives with damaged platters, faulty circuit boards, or head crashes.

You’ll typically ship your drive to a lab, where they’ll assess the damage and provide a recovery quote. Many services operate on a “no data, no fee” policy.

While more expensive, this option offers the highest success rate, especially in cases involving hardware failure.

Tips for Successful Recovery

To improve your chances of successful recovery, keep the following best practices in mind:

Act Quickly

The sooner you start the recovery process, the better your chances. The longer you use the drive after data loss, the more likely you are to overwrite lost data.

Avoid DIY Fixes for Physical Damage

Opening a hard drive outside of a cleanroom can introduce dust particles that ruin the platters. Leave physical repairs to professionals.

Don’t Write to the Affected Drive

Whether it’s installing software or copying files to the drive, avoid any write operations until recovery is complete.

Use Reliable Tools

Stick to well-reviewed recovery software. Some freeware can actually harm the drive or worsen the situation.

Label and Organize Files During Recovery

Recovered files often have generic names. Organize them promptly to avoid confusion and loss during the process.

Preventing Future Data Loss

Once your files are safely restored, it’s wise to take steps to avoid repeating the same mistake. Prevention is always more cost-effective than recovery.

1. Backup Regularly

Use automated backup tools like Windows File History, Mac Time Machine, or third-party cloud services to back up your data on a schedule.

2. Eject Drives Properly

Always use the “Safely Remove Hardware” option before unplugging your drive. This prevents file system corruption.

3. Use Antivirus Software

Install a reputable antivirus solution and keep it updated to guard against malware that can delete or corrupt files.

4. Monitor Drive Health

Use tools like CrystalDiskInfo (Windows) or DriveDx (Mac) to check for signs of hardware failure, such as increasing bad sectors.

5. Invest in Quality Drives

Cheap external drives may be more prone to failure. Spend a bit more for a reputable brand with solid reviews and warranties.

6. Protect Against Physical Damage

Keep your external drive in a padded case and avoid exposing it to moisture, extreme temperatures, or physical shocks.