Chapter 2 · System Recovery and Advanced Maintenance
2.5Data Recovery Techniques
How to get back deleted or lost files with Windows tools or a recovery program, and why recovery sometimes fails.
Written and checked by Muhammad Raheel(opens in a new tab)
Full Stack Developer · AI Engineer · Reviewed 20 Oct 2026 · 3 min read
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Everyone deletes the wrong file at some point. Sometimes a system problem makes a file disappear. The good news: a lost file is often not gone for good. This topic shows how to bring it back, and when that is not possible.
There are two main ways to recover a deleted file:
- Use the tools that come with Windows.
- Use a separate recovery program made by another company.
Built-in Tools
You do not need to install anything for these tools. They come with the operating system.
The book covers three of them.
Recycle Bin
When you delete a file in Windows, it normally does not vanish. It moves to the Recycle Bin and waits there. To get it back, open the Recycle Bin, right-click the file and choose Restore. The file goes back to the folder it came from.
The file only waits until the bin is emptied. After that, the Recycle Bin cannot help you.
File History
File History saves copies of your files again and again, on a schedule. So you can get back a file even if it was deleted or changed later.
It only works if you turn it on first. The book gives this path: Settings > Update & Security > Backup. Then connect an external USB or hard drive and select "Add a drive". From then on, Windows backs up folders such as Documents, Pictures and Desktop to that drive.
Previous Versions
Sometimes you do not need a deleted file. You need an older copy of a file you changed. Previous Versions helps here. Right-click the file or folder, choose Properties, then open the Previous Versions tab. If an older copy is listed, select it and restore it.
Third-party tools
What if the file is not in the Recycle Bin, and Previous Versions has nothing? Then you can try a recovery program from another company. The book uses Tenorshare as its example (Figure 2.5 in the book shows its window). It searches a hard drive, a USB drive or a memory card for recently deleted files. Then you pick which ones to bring back.
How to use Tenorshare?
The book lists four steps:
- Open Tenorshare and pick the location to search, such as a drive or a folder.
- Choose the type of file you want, for example pictures or documents.
- Click "Scan" to start the search.
- Select the files you want and click "Recover".
Two things decide whether this works: how long ago the file was deleted, and whether new data has been written over it.
Limitations of recovery and best practices
Recovery tools are useful, but they cannot always succeed. The book names three limits:
- A file deleted a long time ago may not be recoverable any more.
- A damaged or formatted hard drive may make recovery impossible.
- If the Recycle Bin was emptied and no backup was made, the file may be lost forever.
The book's Smart Tips give two good habits:
Practice this topic
Short questions
1.What are the two main ways to recover deleted files?2 marks
Answer
There are two main ways to recover deleted files: i. Using built-in tools. ii. Using third-party software.
2.What are built-in tools? Name the built-in tools discussed in the book for recovering deleted files.3 marks
Answer
These tools are already part of the operating system, which is why we call them built-in tools. The book discusses three: Recycle Bin, File History and Previous Versions.
3.How can you restore a deleted file from the Recycle Bin?2 marks
Answer
When a file is deleted in Windows, it usually goes to the Recycle Bin. It stays there until the bin is empty. You can open the Recycle Bin, right -click the file, and select Restore to bring it back to its original location.
4.What is File History? How do you turn it on?3 marks
Answer
File History is a backup feature in Windows. If it is turned on, the system keeps copies of your files at regular intervals. To turn it on, go to Settings > Update & Security > Backup, connect an external USB or Hard drive, and select "Add a drive".
5.How can you recover an earlier version of a file or folder using Previous Versions?2 marks
Answer
Right-click the file or folder, choose Properties, then go to the Previous Versions tab. If available, you can select and restore an older copy.
6.What is Tenorshare? When should you use it?3 marks
Answer
Tenorshare is a free and easy-to-use file recovery program. It can scan your hard drive, USB, or memory card to find files that were recently deleted. It is used when deleted files are not found in the Recycle Bin or Previous Versions.
7.On what does recovery success depend? Why should you never install recovery software on the same drive where your lost file was stored?3 marks
Answer
Recovery success depends on how recently the file was deleted and whether new data has overwritten it. Installing recovery software on the same drive where your lost file was stored may reduce the chance of successful recovery.
8.List the limitations of data recovery tools.3 marks
Answer
- If a file is deleted a long time ago, it may no longer be recoverable.
- Recovery is not always possible if the hard drive is damaged or formatted.
- Files may be permanently lost if the Recycle Bin is emptied, and no backups were made.
Long questions
1.Explain how deleted files can be recovered using a third-party software. Also, discuss why recovery may not always be successful.8 marks
Answer
Cover three parts:
-
Third-party software (verbatim): "Sometimes, deleted files are not found in the Recycle Bin or Previous Versions. In such cases, you can try using third-party recovery software. Tenorshare is a free and easy-to-use file recovery program demonstrated in Figure 2.5. It can scan your hard drive, USB, or memory card to find files that were recently deleted. You can then choose which files to recover."
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Steps to Use Tenorshare (verbatim):
- i. Open Tenorshare, select the location from which you want to recover a file, such as a specific drive or folder.
- ii. Choose the type of file to recover (e.g., pictures, documents).
- iii. Click "Scan" to start searching for lost files.
- iv. Select the files you want to recover and click "Recover" to restore them.
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Why recovery may not always be successful (verbatim):
- "Recovery success depends on how recently the file was deleted and whether new data has overwritten it."
- Limitations: "If a file is deleted a long time ago, it may no longer be recoverable." "Recovery is not always possible if the hard drive is damaged or formatted." "Files may be permanently lost if the Recycle Bin is emptied, and no backups were made."
- Smart Tip: "Never install recovery software on the same drive where your lost file was stored. This may reduce the chance of successful recovery."
Aim for 200-300 words.
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2.What are built-in tools? Describe the three built-in tools of Windows that can be used to recover deleted files or older copies of files.8 marks
Answer
Cover four parts:
-
Built-in tools (verbatim): "These tools are already part of the operating system, which is why we call them built-in tools."
-
Recycle Bin (verbatim): "When a file is deleted in Windows, it usually goes to the Recycle Bin. It stays there until the bin is empty. You can open the Recycle Bin, right -click the file, and select Restore to bring it back to its original location."
-
File History (verbatim): "File History is a backup feature in Windows. If it is turned on, the system keeps copies of your files at regular intervals. You can recover files from earlier versions, even if they have been deleted or changed." How to turn it on: "go to Settings > Update & Security > Backup, connect an external USB or Hard drive, and select "Add a drive". Once enabled, Windows will regularly back up your files like Documents, Pictures, and Desktop on that drive."
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Previous Versions (verbatim): "This feature allows you to recover an earlier version of a file or folder. Right-click the file or folder, choose Properties, then go to the Previous Versions tab. If available, you can select and restore an older copy."
Aim for 200-300 words.
-