It's happened to almost every Excel user at some point: you've made changes to your spreadsheet only to realize later that those modifications weren't necessary, or even worse, they've led to mistakes or data loss. Fortunately, Excel provides straightforward methods to undo changes and revert your sheet back to a previous version. In this comprehensive guide, we'll explore the various ways you can restore your Excel data to ensure that you never lose important work due to accidental changes or errors.
1. Utilize the Undo Feature
The most immediate way to revert changes in Excel is by using the Undo feature. Here’s how you can do it:
- Press Ctrl + Z on your keyboard.
- Or click the Undo icon in the Quick Access Toolbar, which looks like an arrow pointing to the left.
💡 Note: This method is best for minor, recent changes. If you’ve saved your workbook or closed it since making the changes, this option won’t be available.
2. Access the ‘Versions’ Feature
Excel for Microsoft 365 subscribers have an additional tool known as File Version History:
- Open your workbook in Excel.
- Click on File > Info.
- Look for Manage Workbook, and then select Browse Version History.
- From here, you can browse through all the saved versions of your workbook.
- Select the version you wish to revert to by clicking on it.
- You can then compare the changes or directly open and save the previous version.
| Action | How to Do |
|---|---|
| View Changes | Right-click on the version and choose 'Compare' to see the differences between the selected version and the current version. |
| Restore Version | Open the version you want, then save it to overwrite the current workbook. |
📌 Note: If you're using the OneDrive or SharePoint, you might also find versions stored in the cloud.
3. Use AutoRecover Files
Excel’s AutoRecover feature periodically saves drafts of your work:
- Go to the File menu, then Info.
- Click on Manage Workbook and then Recover Unsaved Workbooks if you haven’t saved after making changes.
- Look for any AutoRecover files related to your workbook.
⚠️ Note: AutoRecover files are temporary and might not be available if Excel was closed properly or if you’ve made many changes since the last AutoRecover save.
4. Revert From a Backup
If you’ve been proactive with backups, this can be a lifesaver:
- Locate your backup copy on your computer or external storage.
- Open the backup version in Excel.
- Save it over the current file or save it as a new file, depending on your needs.
To sum up, knowing how to revert your Excel spreadsheet to a previous version is crucial for maintaining data integrity and avoiding unnecessary rework. Whether you're using the simple undo function for recent changes or leveraging the more robust features like version history or AutoRecover files for major corrections, Excel has you covered. Remember, for critical work, consider regular backups and take advantage of Excel's automatic saving features to keep your data safe. By implementing these strategies, you'll ensure that your data management remains both effective and efficient.
Can I undo changes after saving my Excel file?
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Unfortunately, once you save your Excel file, the ‘Undo’ feature no longer works for changes made before saving. However, if you’re using the auto-recover feature or if you’ve saved versions in OneDrive or SharePoint, you might still be able to revert to a previous state.
How long does Excel keep AutoRecover files?
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Excel typically saves AutoRecover files every 10 minutes by default, but you can adjust this interval in the Excel Options under Save. These files are retained until Excel is closed properly or until the next AutoRecover save occurs.
Is there a limit to how many versions Excel stores in its version history?
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Excel for Microsoft 365 typically keeps up to 25 versions of a file if it’s stored in OneDrive or SharePoint. The number can be less depending on the storage settings of your OneDrive account.
