Replacing, Storing and Handling Ink and Toner Safely

01Key takeaway

To replace an ink cartridge, open the access cover with the printer on, wait for the carriage to stop, remove the empty cartridge, remove the new one’s protective tape, and click it into the matching slot. Ink tanks are refilled from color-matched bottles; toner is changed with the printer off and cool. Store spares sealed, at room temperature and in the orientation the packaging shows, and keep everything away from children and pets.

02Terms used in this guide

• Carriage: the part of an inkjet that holds the cartridges and moves across the page.
• Protective tape or cap: packaging that seals a new cartridge’s nozzles or ink outlet. It must be removed before use, but only when the instructions say.
• Keyed bottle: an ink bottle shaped to fit only its own color tank.
• Toner cartridge: the container of toner powder in a laser printer, sometimes combined with the drum.
• Use-by or install-by date: a date printed on some supplies, after which quality may decline.

03Before you start

• Check the code. Make sure the new supply’s code matches the one listed for your printer in the manual or on the manufacturer’s supplies page.
• Protect the surface. Lay paper under and around the printer.
• Keep the new supply sealed until you are ready to install it. Ink can dry and toner can be affected by light and humidity once unpacked.
• Read the packaging. The new supply usually shows the steps for your model.

04Replace an ink cartridge

1. Turn the printer on. Most inkjets need power to move the carriage to the replacement position.
2. Open the access cover that the manual shows. Wait until the carriage stops moving.
3. Remove the empty cartridge. Press the release tab or lift the latch as the manual describes, then lift it out. Avoid touching the copper contacts or nozzles.
4. Unpack the new cartridge. Remove the protective tape or cap as the packaging shows. Don’t touch the nozzles or contacts, and don’t shake it unless the instructions say to.
5. Insert it into the matching color slot until it clicks or locks.
6. Close the cover. The printer may run a short priming routine.

You should see: the warning cleared and ink levels updated on the printer or in its app. If the printer doesn’t recognize the cartridge, remove it and reinsert it firmly, and check that all tape is removed.

05Refill an ink tank

1. Check the level windows and refill only the tanks that need it.
2. Open the tank cover and the cap of the tank you are filling.
3. Open the bottle as the packaging shows, keeping it upright.
4. Insert the bottle into the matching tank. Many bottles are keyed so they fit only the right color, and stop automatically when the tank is full.
5. Wait until the flow stops, then remove the bottle, close the tank cap and cover.
6. Reset or confirm the levels if the printer asks.

Did any ink spill? Wipe the outside with a damp cloth straight away. Don’t pour ink into the wrong tank; if that happens, stop printing and contact the manufacturer’s support.

06Replace a toner cartridge

1. Turn the printer off and, if it has been printing, let it cool for the time the manual recommends. The fuser inside gets very hot.
2. Open the front or top cover as the manual shows.
3. Remove the old cartridge (or drum and toner assembly) by its handle, keeping it level.
4. Unpack the new cartridge. Remove the protective packaging and any seals or clips the instructions show. Many cartridges should be gently rocked side to side a few times to spread the toner; follow your instructions.
5. Insert the new cartridge until it seats, and close the cover.
6. Turn the printer on and print a test page.

If your printer has a separate drum, you may need to move the toner cartridge from the old drum to the new drum, or the other way round. The manual shows how.

07Storing spares and handling safely

• Watch dates. Use older stock first, and check any install-by date on the packaging.
• Keep away from children and pets. Ink and toner are not toys or food.
• Toner spills: don’t use an ordinary household vacuum, which can spread fine toner dust. Wipe small amounts up gently with a damp cloth, use cold water on fabric, and follow the manufacturer’s safety information for larger spills.

08Recycling used supplies

Put used toner cartridges in the bag from the new cartridge so they don’t spill. Keep used ink cartridges upright in a small bag. Many manufacturers offer free return programs, and local electronics recycling may accept them; the US EPA explains donation and recycling options for electronics.

09When to get more help

If ink leaks inside the printer, a cartridge won’t lock in after following the instructions, toner is spilled inside the printer beyond what you can wipe from the cartridge area, or the printer reports a supply error that persists, contact the manufacturer’s support. Don’t open covers the manual doesn’t show. If print quality is poor after replacement, see fixing streaks and faded prints, and see our consumables explainer if you are unsure which part needs replacing.

10Common questions

Should I replace a cartridge as soon as the low-ink warning appears?

Not necessarily. Low-ink warnings often appear while some ink remains. Keep a spare ready and replace it when print quality fades or the printer asks.

Can I store opened cartridges?

It’s better to install cartridges soon after opening them, because ink can dry and toner can be affected by humidity. If you must, follow the manufacturer’s storage advice.

Do I need to replace all colors at once?

Usually not. Most printers with separate color cartridges or tanks let you replace or refill only the color that is low. Some tri-color cartridges contain several colors in one.

Why does my new cartridge show as empty or not recognized?

Protective tape may still be attached, the cartridge may not be fully seated, or the contacts may be dirty. Reseat it. If the problem continues, contact the seller or manufacturer.