How to replace an ink or toner cartridge
Replace an inkjet or laser toner cartridge step by step: remove the tape and seals, seat it firmly, handle drum units and fix a cartridge that isn't recognized.
Replacing a cartridge takes a few minutes, and most problems afterwards come from a missed piece of tape, a cartridge that isn't fully seated or the wrong cartridge number. The steps below cover cartridge inkjets first, then laser printers, where the toner sometimes clips into a separate drum unit. Ink tank printers are refilled from bottles instead of having cartridges replaced.
Steps
On the printer
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Check you have the right cartridge
Compare the number on the new cartridge's box with the old cartridge or the list in the manual. Similar-looking cartridges for other models often won't fit or won't be recognized. Have the new one ready before you remove the old one, so the printer isn't left open with an empty slot.
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Inkjet: open the access door
Leave the printer switched on, as most inkjets need power to move the cartridge carriage to the replacement position. Open the cartridge access door or lift the scanner unit, and wait until the carriage has stopped and gone quiet before you reach in. Keep your fingers clear of the carriage while it moves.
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Inkjet: remove the old cartridge
Release the cartridge the way your model requires: many have a tab or latch to press, while others are pushed down or in and then pulled out. Lift it out without forcing it. Ink can drip from the outlet, so put it straight onto a sheet of paper or into the new cartridge's bag.
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Inkjet: unpack the new cartridge
Some makers suggest gently shaking inkjet cartridges before opening them, so follow the instructions on the box. Remove all protective tape, plastic caps and pull tabs, which are often orange or brightly colored. Hold the cartridge by its sides and don't touch the copper contacts or the ink nozzles.
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Inkjet: fit it and close the door
Slide the cartridge into the slot that matches its color label, often at a slight angle, then press until it clicks or sits level with its neighbors. Close the door. Many printers then prime the new cartridge and may print an alignment page; let them finish and follow any prompts on the screen.
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Laser: let it cool and open the cover
Open the front or top cover as shown in the manual; many models can stay on for this, but turn yours off if the manual says so. If the printer has just been printing, wait several minutes first, because the fuser near the paper exit gets very hot. Pull out the toner cartridge, or the toner and drum assembly, by its handle.
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Laser: shake and unseal the new toner
Unpack the new cartridge and rock it gently from side to side several times to spread the toner evenly. Remove any packing pieces and pull out the sealing strip if your cartridge has one. Don't touch the drum surface, a smooth colored roller that is often green, and keep it out of bright light, as light and fingerprints can damage it.
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Laser: deal with a separate drum unit
On some laser printers the toner cartridge clips into a separate drum unit. Lift the assembly out, release the old toner with its lever or button, and push the new toner into the drum until it clicks. Replace the drum itself only when the printer asks for a new one; some printers then need you to confirm the new drum or reset its counter from the menu, as the manual explains.
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Finish and check the printer recognizes it
Close the cover, wait for the printer to finish its startup sounds and print a test page. If it says the cartridge is missing, incompatible or not recognized, take the cartridge out, check for leftover tape, wipe the metal contacts gently with a dry lint-free cloth and reseat it firmly. If the message persists, work through the steps for a cartridge that isn't recognized.
Tips
- Spilled toner is a very fine powder. Wipe it up with a dry cloth or paper towel and wash it off skin or clothes with cold water, as hot water can set it. Don't use an ordinary household vacuum cleaner, which isn't built to hold such fine dust.
- Put the old cartridge in the new one's bag or box straight away to contain drips and toner dust, then recycle it.
- Keep spare cartridges sealed in their packaging at room temperature, and keep ink and toner out of reach of children and pets.
- If one inkjet color runs out, you only need to replace that cartridge. Some printers can keep printing with the others for a while; others stop until every slot has a working cartridge.
Common questions
Should the printer be on or off when I change a cartridge?
For most inkjets, on, so the carriage can move to the replacement position. Many laser printers can stay on too, but follow your manual and always let a laser cool before reaching in.
Why does the printer still say low ink or toner after I replaced it?
The printer may not have detected the new cartridge yet, it may be in the wrong slot, or its chip may not be reading. Remove and reseat it, close the door firmly and restart the printer.
Can I replace just the toner and keep the drum?
On printers with a separate drum unit, yes. The drum usually lasts through several toner cartridges, and the printer tells you when it needs replacing. Where the drum is built into the toner cartridge, both are replaced together.