How to Work on Large Excel Files Without Crashing | 5 Ways

Excel, the powerhouse of data management, becomes a battleground when handling large files. Nothing is more frustrating than a sudden crash, risking your hard work. In this guide, we unravel the mysteries behind Excel crashes and equip you with tools and techniques to conquer large datasets confidently.

What Causes Large Excel Files To Crash?

Understanding the triggers behind Excel crashing with large files is pivotal to fortifying your data fortress:

1. Insufficient System Resources: Operating on large Excel files demands significant system resources. If your computer lacks the necessary memory or processing power, crashes become inevitable.

2. Corrupted Excel File: Corruption within the Excel file itself can lead to crashes. This corruption may result from abrupt closures, power outages, or other unforeseen interruptions during file operations.

3. Outdated Excel Version: Using an outdated Excel version might hinder its ability to handle the complexities of modern, large datasets. Regularly updating your Excel software is crucial.

4. Add-ins and Macros: Third-party add-ins and poorly designed macros can introduce instability. Review and optimize these elements to prevent disruptions during Excel sessions.

5. Excessive formulas and calculations: Large Excel files with many complex formulas and calculations can strain its processing capabilities. This can cause crashes.

6. External data connections: Files that rely on external data (database queries or web services) can crash. This is because there may be problems with the data source, or the connection is not managed properly.

Part 1. How to Work on Large Excel Files Without Crashing

How to open large excel files online? Next, we go through 5 ways to solve the problem of slow workbooks when opening or editing in Excel. It helps no matter it is a small or large Excel file, as long as it causes Excel crash problems.

MyRecover

When the inevitable happens, and Excel files go missing, MyRecover is the free data recovery software to recover Excel files easily.

Download Freeware
Windows 11/10/8.1/8/7 & servers

Way 1: Remove Excessive Formatting

Formatting makes your data look good, but too much of it can cause problems. Here's how to clean up excessive formatting:

1. Open Excel and go to the file with the issue.
2. Select the Cells that you suspect are over-formatted.
3. Use the Clean Excess Cell Formatting Add-in: Go to File > Options > Add-Ins. Select COM Add-ins and click Go. Check Inquire and click OK. Now, go to the Inquire tab and click Clean Excess Cell Formatting.
4. Choose to Clean the active worksheet or all worksheets.

By removing unnecessary formatting, you'll reduce the file size and improve performance.

Way 2: Remove Unused Styles

Excel can sometimes accumulate unused styles, which can cause errors and crashes. To remove them:

1. Use Third-Party Tools: Tools like XLStyles Tool and Remove Styles Add-in can help you clean up unused styles.
2. Manually Remove Styles: Go to the Home tab, click Cell Styles, right-click the style you want to remove, and select Delete.

Keeping your workbook free of unnecessary styles can significantly enhance its stability.

Way 3: Remove Conditional Formatting

Conditional formatting is great for highlighting data but can slow down your workbook. Here's how to clear it:

1. Select the Entire Sheet: Click the triangle in the upper-left corner of the worksheet.
2. Go to Home > Conditional Formatting.
3. Select Clear Rules and then Clear Rules from Entire Sheet.

Repeat this for all sheets with conditional formatting to speed up your Excel file.

Way 4: Optimize Formulas and Calculations

Formulas can be resource-heavy, especially if they're complex or numerous. To optimize them:

1. Avoid Full-Column References: Instead of referencing entire columns, reference only the necessary range.
2. Limit Volatile Functions: Functions like NOW(), TODAY(), and RAND() recalculate every time the sheet changes, slowing things down.
3. Use Efficient Formulas: Replace complex formulas with simpler alternatives where possible.

Optimizing your formulas can make a big difference in how smoothly your Excel file runs.

Way 5: Check Your Computer's RAM

If your computer doesn't have enough RAM, Excel will struggle with large files. Here's what you can do:

1. Upgrade Your RAM: If possible, add more RAM to your computer.
2. Close Unnecessary Programs: Free up memory by closing other applications while working on Excel.
3. Optimize Your System: Use tools like Windows Task Manager to monitor and optimize memory usage.

Ensuring your computer has enough resources can prevent many performance issues with large Excel files.

Part 2. How to Recover Lost Excel Files

Sometimes, despite your best efforts, things can go wrong, and data can be lost. This is where MyRecover comes in. MyRecover is a powerful data recovery tool designed to retrieve lost or deleted files from your computer with a high success rate.

MyRecover

Professional Data Recovery Software

• User-Friendly Interface: Easy to navigate andrecover data in 3 clicks.
• Comprehensive Recovery: Supports recovery from various data loss scenarios including accidental deletion, formatting, virus infection, computer crashed recovery, etc.
• Support Multiple File Formats: Can recover 200+ file types including documents (DOCX/XLSX/PPT/PDF), images, videos, audio, folders, compressed files, etc.
• Support almost all data storage devices, includingrecovering deleted files from SD cardss, USB drives, HDDs, SSDs, external hard drives, and other storage devices.

Download Software
Windows 11/10/8.1/8/7& Windows Server

100% Secure

You can use it to recover lost Excel files up to 500MB at no cost. Just download the software and follow the simple steps to recover missing Excel files with MyRecover.

Step 1. After running the tool, hover the mouse over the partition/disk that includes your desired Excel files before overwriting. Then click Scan.

Step 2. During scanning, you can enter filenames in the search bar to find your targeted Excel files. Or you can see all the deleted files and other missing files after scanning.

Step 3. Select the Excel files you want. Then click “Recover x files” and select a new location to store them. 

Additional Tips for Managing Large Excel Files

Split the File: Divide your large file into smaller, more manageable files.

Use External References: Link to external workbooks instead of keeping all data in one file.

Regularly Save Your Work: Enable autosave and save your work frequently to avoid data loss.

In Conclusion

In conclusion, mastering the art of working with large Excel files involves a combination of preventive measures and effective recovery strategies. With insights into potential crash triggers, the assistance of MyRecover for data recovery, and proactive steps to optimize your Excel environment, you can navigate the complexities of large datasets with confidence.

FAQs

1. Why does my Excel file keep crashing?

Excel keeps crashing due to excessive formatting, too many formulas, insufficient RAM, or file corruption.

2. How can I prevent Excel from crashing?

You can prevent crashes by optimizing your file, reducing formatting, limiting formulas, and ensuring your computer has enough memory.

3. What should I do if my Excel file is not responding?

If Excel is not responding, try closing other programs to free up memory, removing excess formatting, and checking for updates.

4. How do I enable autosave in Excel?

To enable autosave, go to File > Options > Save, and check the box for "Save AutoRecover information every X minutes."

By implementing these strategies and tips, you'll be well-equipped to handle large Excel files with ease.

5. What steps can I take to prevent Excel crashes while working on large files?

Optimize formulas, use the 64-bit Excel version, keep Excel updated, and manage add-ins and macros. These steps contribute to a more stable Excel experience.

6. Does MyRecover support the recovery of Excel files from external drives?

Yes, MyRecover is versatile and can recover lost Excel files from external drives, ensuring comprehensive data recovery options. This comprehensive guide empowers Excel users to conquer large datasets, recover lost files, and Excel without limits.

Also, MyRecover can help recover data from corrupted Excel files as well as other data loss scenarios.