Recovering deleted files on external hard drive

External hard drives are essential tools for backing up data, transferring large files, and expanding storage capacity beyond the limits of internal drives. Their portability, plug-and-play functionality, and compatibility with most systems make them incredibly popular among both casual users and professionals. 

Why Files Disappear from External Hard Drives

Before diving into recovery methods, it’s important to understand why data gets deleted in the first place. Here are the most common causes:

Accidental Deletion

You may have selected the wrong files and pressed Shift + Delete, or perhaps emptied the Recycle Bin before realizing what was lost.

Formatting

You might have formatted the external drive, thinking it was a different volume. Quick formatting especially doesn’t destroy files right away but does remove their index.

File System Corruption

Improper ejection, power surges, or sudden disconnection can damage the file system, causing data loss.

Virus or Malware Attacks

Some malicious programs delete files, hide them, or encrypt them as part of ransomware attacks.

Software Errors

Updates, failed backups, or transfer interruptions can cause files to go missing or become unreadable.

Physical Damage

External hard drives are vulnerable to drops, water exposure, or natural wear, all of which can lead to data inaccessibility.

Whatever the cause, the good news is that recovery is often possible—especially if you act quickly and follow proper procedures.

How File Deletion Works on External Drives

When you delete a file from an external hard drive, especially using Shift + Delete or through software, it doesn’t vanish immediately. Instead, the system marks the file’s storage location as available space. The actual file data remains until new data overwrites it.

This is why timing is crucial. The sooner you attempt recovery, the better your chances of full restoration. Continuing to use the drive, installing recovery programs on it, or copying new files may overwrite the deleted data, reducing recovery success.

Step-by-Step Guide to Recovering Deleted Files from an External Hard Drive

Step 1: Stop Using the Drive Immediately

As soon as you realize that files are missing or deleted, stop using the external drive. Disconnect it safely from your system. Avoid saving anything new to it. Every second you continue to write data increases the risk of overwriting deleted files.

Step 2: Check for Backups

If you have previously backed up your external drive or synced its contents, recovery might be as simple as restoring from a backup.

Here are places to check:

Cloud Storage: Services like Google Drive, Dropbox, OneDrive, or iCloud might contain copies of your files.

File History: If you had your external drive included in File History (Windows) or Time Machine (Mac), you may be able to restore a previous version.

Network Backups: If you’re in a corporate environment, IT might have network-level backups.

Manual Backups: You may have copied the files to another drive without realizing it.

If no backup exists, it’s time to use a dedicated data recovery tool.

Step 3: Choose a Data Recovery Tool

Panda Assistant

When files are deleted from an external hard drive, they’re not immediately erased. Instead, the space they occupied is marked as available for new data. Until that space is overwritten, recovery is possible. Panda Assistant takes advantage of this by performing deep scans of your drive to locate and restore those lost files.

To get started, install Panda Assistant on your computer preferably on a different drive than the one with the lost data. Connect your external hard drive, launch the program, and select the drive from the list of detected devices. Choose a scan mode standard for quick deletions or deep scan for more thorough recovery and let the software do the rest.

Once scanning is complete, Panda Assistant will display a list of recoverable files. You can preview them before restoring and then choose a safe location to save the recovered data. The software supports a wide range of file types, including documents, photos, videos, and more.

Step 4: Performing the Recovery

The process is similar across most recovery tools:

Install the software on your computer (never on the drive from which you’re recovering data).

Connect the external hard drive securely to your system.

Launch the recovery software and choose the target drive.

Scan the drive using the recommended scan type.

Browse or preview the results. Many tools allow you to see a preview of the files before recovery.

Select files to recover and save them to a different location.

Always save recovered files on a separate drive—this prevents overwriting the very data you’re trying to retrieve.

Step 5: What If the Drive Is Not Recognized?

If your external hard drive doesn’t show up in File Explorer or Finder, follow these troubleshooting steps:

Check Disk Management (Windows)

Press Win + X and select Disk Management.

Look for your external drive.

If it shows as unallocated, don’t format it. Use recovery software directly on the unallocated space.

If it has no drive letter, assign one by right-clicking and choosing “Change Drive Letter and Paths.”

Use CHKDSK (Windows)

The Check Disk utility may fix file system errors:

c

CopyEdit

chkdsk E: /f /r

Replace “E” with your external drive letter. Note that this might make file recovery more difficult, so consider running recovery software first.

On Mac: Use Disk Utility

Open Disk Utility and see if your external hard drive appears under External. If it’s grayed out, try running First Aid.

Recovering Files After Formatting the Drive

If you accidentally formatted your external drive, file recovery is still possible, especially if it was a quick format.

Use a recovery tool that supports formatted drive recovery. Programs like Panda Assistant, EaseUS, or Stellar can scan the formatted sectors and recover intact files.

Ensure you do not save any new files to the drive after formatting.

Recovering Files from a Corrupted External Hard Drive

A corrupted file system can make your drive unreadable or trigger error messages like “You need to format the disk before you can use it.”

Steps to take:

Do not format the drive, even if prompted.

Use a data recovery tool capable of handling corrupted file systems.

Some tools can rebuild the file system virtually and extract intact files.

After recovery, you can format the drive and start fresh, ensuring it’s safe for future use.

Physical Damage and When to Seek Professional Help

Software recovery won’t help if your drive is physically damaged. Signs include:

Clicking or grinding noises

Failure to spin up

Drive not recognized at all

Unusual burning smell or heat

In these cases, consult a professional data recovery service. They can disassemble the drive in a cleanroom environment and retrieve data using specialized tools.

Reputable services often offer free diagnostics and “no data, no charge” policies. While prices vary, data recovery can be expensive—sometimes hundreds or thousands of dollars—so weigh the value of the data before proceeding.

Tips for Improving Recovery Success

To maximize your chances of recovering deleted files from an external hard drive:

Act quickly: The more time that passes, the higher the chance of overwriting.

Don’t write to the drive: Avoid any operations on the affected drive.

Use quality software: Choose trusted recovery tools with proven success rates.

Keep your system clean: Close unnecessary applications during recovery.

Have a power backup: Interruptions during recovery can corrupt files further.

Preventing Future Data Loss

After recovering your files—or learning a tough lesson from losing them—implement these preventive measures:

1. Regular Backups

Make a habit of backing up your external drive to another device, cloud service, or network storage. Schedule automatic backups if possible.

2. Avoid Unsafe Ejects

Always eject your external drive properly. Removing it without using the “Safely Remove Hardware” feature can corrupt files.

3. Use Surge Protectors

Sudden power surges can damage drives. Protect your system and external storage with surge protectors or UPS units.

4. Install Antivirus Software

Keep your computer protected from malware that could infect or erase external drive data.

5. Use Monitoring Tools

Some drives come with SMART monitoring tools that warn of impending failures. Pay attention to error reports.

6. Store Drives Properly

Avoid exposing external drives to heat, moisture, magnets, or physical shock. Store them in padded cases when not in use.

Frequently Asked Questions

Can I recover files after emptying the Recycle Bin if they were on an external drive?

Yes. Files deleted from external drives bypass the Recycle Bin, but they can still be recovered using data recovery software unless overwritten.

How long does recovery take?

It depends on the size of the drive and the scan type. Quick scans can take minutes; deep scans may take several hours.

Can I recover files from a password-protected or encrypted external drive?

Yes, but you must provide the correct password. Without it, recovery is unlikely, especially if strong encryption is used.

Will formatting the drive again make files unrecoverable?

Yes, especially if it’s a full format. Quick formatting leaves some recoverable traces, but repeated formatting significantly lowers recovery chances.

Is data recovery 100% guaranteed?

No. If files are overwritten, the drive is severely damaged, or the file system is beyond repair, recovery may not be possible.

Losing files on an external hard drive can be distressing, but with the right steps, recovery is often achievable. Acting quickly, using high-quality data recovery software like Panda Assistant, and avoiding writing new data to the affected drive are critical.