Excel: Summary of Methods to Recover Data from Corrupted Files

• Microsoft Excel 97 for Windows
• Microsoft Excel for Windows 95, version 7.0
• Microsoft Excel for Windows, versions 2.x, 3.x, 4.x, 5.x
• Microsoft Excel 98 for the Macintosh
• Microsoft Excel for the Macintosh, versions 2.x, 3.x, 4.0, 5.0, 5.0a

SUMMARY

There are several methods that you can use to recover information from damaged or corrupted files. This article discusses those methods and points you to other Microsoft Knowledge Base articles that discuss the methods in greater detail.

Methods for Recovering Data in Corrupted Microsoft Excel Files

• Use external references to link to the corrupted file.
• If you can open the file, save it in the SYLK format.
• Use the Revert To Saved Document command.
• If a chart is linked to the corrupted file, use a macro to extract the data.
• Use a utility to recover the information.
• Use the Microsoft Excel 97 File Recovery Macro (Cleaner.xla).
• Open the file in Microsoft Word.
• Open the file by using Microsoft Excel Viewer.

MORE INFORMATION

Using External References to Recover Data

The most common method to recover information from a damaged file is to extract the values from the file by using external references to link to the file. The file structure must be complete; otherwise, Microsoft Excel cannot read the information.

For additional information, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE-ID: Q75818
   TITLE     : XL: Linking to Data in a Damaged File (4.0 and
               Earlier)

   ARTICLE-ID: Q147216
   TITLE     : XL: Linking to Data in a Damaged File (5.0 and Later)

Saving the File in the SYLK Format

If you can open the corrupted Microsoft Excel file, you can "filter" it by saving the file in the SYLK format, closing the file and then reopening it.

For additional information, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q45557
   TITLE     : Handling Corrupted Microsoft Excel Files by Saving in
               the SYLK Format

Using the Revert To Saved Document Command to Recover Data

If you are editing a Microsoft Excel worksheet and the file accidentally becomes corrupted before you have saved changes to the file, you can recover the original worksheet by doing the following:

1. On the File menu, click Open and select the name of the file that you are editing. Note that a dialog box appears with the message "Revert to Saved Document?"

2. Click OK. The file you are editing reverts to the last saved version of the file.

   ARTICLE-ID: Q42730
   TITLE     : Excel Msg: Revert to Saved Document

Using a Macro to Extract the Data in a Chart

In Microsoft Excel versions 5.0 and later, data may be retrieved from a chart, even when the data is in an external worksheet or workbook. This behavior can be useful in situations where the chart was created from or linked to another file that is unavailable or has been damaged in some way. When the source data to a chart is lost, you can still retrieve the data from the chart itself by using a Visual Basic for Applications macro.

For additional information, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q137016
   TITLE     : XL: Macro to Extract Data from a Chart

Using a Utility to Recover Data

Utility programs for personal computers often include a file recovery utility that you can use to recover damaged or corrupted files.

For additional information, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q109675
   TITLE     : Excel: Utilities That Can Recover Damaged Files

Using the Microsoft Excel 97 File Recovery Macro to Recover Information

If you can open the workbook in Microsoft Excel 97, you can use the Microsoft Excel 97 File Recovery Macro to re-create Excel worksheets, XLM macro sheets, and module sheets in a new workbook. This macro also creates a log file so that you can identify items that cause problems when you use the macro to transfer them to the new worksheet. If the Microsoft Excel 97 File Recovery Macro fails, view the last entry in the log file to determine which item causes the problem, and then re-create the workbook without that item.

To find information about this macro, go to the chapter on the Office Resource Kit that is located at the following Internet address:

   http://www.microsoft.com/office/ork/appa/appa.htm#ORKappaC4

To download the macro, go to the following Internet address

   http://premium.microsoft.com/msdn/library/officedev/office/appa/appa.htm

To find information about this macro in the "Office 97 Resource Kit" book, see Appendix A, pages 1027-1028. Note that the macro is referenced by the Cleaner.xla add-in that contains it.

To find this macro in the Office Resource Kit compact disc, insert the disc and open the following folder on the CD-ROM drive (usually drive D):

   Excel\Recover

Open the File in Microsoft Word

If you have the Microsoft Excel converter installed, you may be able to open your Microsoft Excel workbook in Microsoft Word. If the file does open in Microsoft Word, you will not be able to recover module sheets, dialog sheets, chart sheets, macro sheets, or any embedded charts. Also, you will not recover any cell formulas, just the results of those formulas that are currently in the cells.

Open the File by Using Microsoft Excel Viewer

If Microsoft Excel Viewer is installed, you may be able to open the Microsoft Excel workbook. However, cannot recover module sheets, dialog sheets, chart sheets, or macro sheets. Also, you cannot recover any cell formulas; you can recover only the results of the formulas that are currently in the cells.

For more information about Microsoft Excel Viewer, use your Web browser to go to the Microsoft Web page at the following address:

   http://www.microsoft.com/excel/internet/viewer

REFERENCES

"Microsoft Excel User's Guide 1," version 4.0, pages 157-158, 365-371 "Microsoft Excel User's Guide 2," version 4.0, pages 126-132 "Microsoft Excel User's Guide," version 3.0, pages 280-282, 307-316