2. How can I make sure there are no missing audio files when I send my Pro Tools session?
Your Pro Tools session may open fine on your computer, and theoretically, if you send the session folder to me it should have everything I need to start mixing. However Pro Tools has the ability to reference audio files outside the session folder, and it often happens that some files that are opening up in the session are not in the session folder. The reason for this may be that the disc allocation preference is set to allow certain tracks to record on a different drive, or on the internal drive. It may also be because you imported a file from somewhere and allowed Pro Tools to continue referencing that original file rather than copying it into your audio file folder for that session.
Here is the procedure to follow to ensure that all the files that your session needs to completely open are together in one session folder. Essentially what this does is copy all the audio files, no matter where they are, all into one place in a brand new session folder. If you have not already read and followed the procedure for “How do I make my Pro Tools session as small as possible before I send it?” please do that first. This will ensure that you are only copying, into one place, the audio files that are needed for the session.
1. In Pro Tools, under the File menu, select “Save Copy In…”
2. In the next window, in the bottom section labeled “Items To Copy”, check the box next to “Audio Files.” Click OK.
3. In the next window, select a location for Pro Tools to save the new session folder. It doesn’t matter where you put it, just make sure it’s somewhere that will be easy to find.
4. Click Save, and Pro Tools will copy all the session audio files and create a copy of the session in a new folder at the new location.
5. Close the session and quit Pro Tools.
6. Send this new folder to me, which should contain a new Pro Tools session and Audio Files folder.