Ms Excel is a spreadsheet application used in Microsoft Windows and MAC operating system. This application software helps the users to perform complex calculations, create graphics, pivot tables and VBA programming. Excel stores data and information in the form of .xls files which are further accessed to edit, insert or update data. Since XLS files act as the source of data storage, hence there is a chance of data corruption in these files. Like any other software application, MS Excel is also prone to data corruption and can be corrupted. The usual reasons for such data corruption in Excel files may be add-ons, virus outbreaks, sudden system shutdown, data inaccessibility etc.

When the Excel file strikes corruption it makes entire data inaccessible or completely damaged. To prevent data loss situation, it is advised to keep a backup copy each time the data is saved in Excel file. Backup for specific file can be created by clicking the "save as" option present in the dialog box. In 'save as' file command, click tool> click General Option and then select Always create backup check box. This process guarantees the users with backup files which can immediately be accessed whenever required.

Excel can automatically create a recovery file at specific intervals every time you create an Excel file. The option is available in the Tool->Options dialog box. In the Save tab, select the Save AutoRecover info every check box, and then specify a number of minutes. Specify the location where you want to save the recovery file, in the AutoRecover save location box. While the process, also make sure that the Disable AutoRecover check box under Workbook options is not selected. It is another possible way to get rid of the problem of data loss.

The intensity of damage in the Excel files may vary and sometimes, users do not become aware of the effect of data corruption in the XLS files. In some cases, the user becomes completely unable to see or make changes in the Excel file data as the files become orphaned. In this case, it is advised to utilize the backup files available for Excel data. This process helps the users to retain the data and access them. Considering the reverse case, if the backup becomes unavailable the user need to make use of automatic recovery option which repair XLS file.

To execute automatic repair tool, you have be undertake the following steps:

1. Click Open on the File Menu.

2. Go to the Open dialog box and make selection for the file to be opened, now click the arrow next to the Open button.

3. Choose open and repair and select the method required to recover the workbook.

The above procedure deals with handling data corruption issues in several cases. But, sometimes, this technique is found inappropriate for recovering data and third party tools come into action. You can use RecoveryFix for Excel Recovery tool that will completely repair Excel file with the guarantee of no data loss.