Which type of printer you have determines how you change the ink
The steps to change ink depend on whether you own an inkjet printer (which uses liquid ink cartridges) or a laser printer (which uses toner cartridges). Inkjet printers are the most common type for home use. Laser printers are faster and more expensive, and they're usually found in offices. The two require completely different replacement processes, so the first thing you need to do is identify which one you have.
Look at your printer's model number — it's usually on a sticker on the back or bottom of the machine. Search that model number plus the word "inkjet" or "laser" online, or check the manual that came with your printer. If you're not sure, open the printer's access panel. If you see small plastic cartridges with colored liquid inside, you have an inkjet. If you see a large black powder cartridge, you have a laser printer.
Key Takeaways
- Inkjet printers use small liquid cartridges that slide into a carriage; you'll need to know your printer's exact model to buy the right cartridges.
- Laser printers use toner cartridges that are much larger and last longer than inkjet cartridges, but cost more to replace.
- Buying third-party or refilled cartridges instead of brand-name ones can save money, though some printers may show warning messages.
- The ink or toner you buy must match your exact printer model — buying the wrong one will not fit and cannot be returned.
- Most inkjet printers have a waste ink container that fills over time and may need to be replaced separately from the color cartridges.
How to change ink in an inkjet printer
Turn on your printer and open the access panel — usually the top or front cover. The ink carriage (the part that holds the cartridges) will move to the center of the printer automatically. Wait for it to stop moving completely before you touch anything.
Look for the cartridge you need to replace. Most inkjet printers have four cartridges: black, cyan (light blue), magenta (pink), and yellow. Some printers have six cartridges and include light cyan and light magenta. The cartridges are usually labeled with their color. Press down on the cartridge you're replacing — it will pop out slightly. Grab it and pull it straight toward you until it comes free.
Take your new cartridge out of its packaging. There will be a plastic tape or protective cover on the bottom — peel this off completely before inserting the cartridge. Do not touch the metal contacts or the nozzles on the bottom of the cartridge. Slide the new cartridge into the empty slot at a slight angle, then press down firmly until you hear a click. The carriage will move on its own once all cartridges are seated correctly.
Close the access panel. Your printer will run a cleaning cycle automatically, which takes a few minutes. Do not turn off the printer during this cycle. Once it finishes, print a test page to make sure the colors are correct. If one color is missing or streaky, the cartridge may not be fully inserted — open the panel again and press it down harder.
How to change toner in a laser printer
Turn off your laser printer and wait five minutes for it to cool down. Laser printers get very hot during use, and the toner cartridge sits near the heating element. Open the front access panel — on most models, you'll pull a lever or latch to release it.
Locate the toner cartridge. It's a large, heavy black or colored cylinder. There will be a green or blue handle on top of it. Pull this handle straight toward you to remove the cartridge from the printer. Set it on a flat surface — do not shake it or turn it upside down, as toner powder will spill out.
Unpack your new toner cartridge. There will be a plastic seal or tape running along the side — peel this off completely. This seal prevents toner from leaking during shipping. Slide the new cartridge into the slot where the old one came out. Push it in firmly until you hear a click or feel it lock into place. Close the access panel.
Turn the printer back on. It will run a setup cycle for a minute or two. Once it finishes, print a test page. If the page is blank or very faint, the cartridge may not be fully seated — turn off the printer, open the panel, and push the cartridge in again with more force.
Where to buy replacement cartridges and how much they cost
You can buy cartridges from the printer manufacturer's website, from office supply stores like Staples or Office Depot, from online retailers like Amazon, or from third-party cartridge sellers. Brand-name cartridges (made by the printer manufacturer) cost the most but are may provide to work. Third-party cartridges and refilled cartridges cost less but may trigger warning messages on your printer saying the cartridge is not genuine — these messages are usually harmless and do not prevent printing.
Before you buy, write down your exact printer model number. Search for "[your model number] ink cartridge" or "[your model number] toner cartridge" to find compatible options. Prices vary widely depending on the brand and where you shop. Buying a multi-pack of cartridges is usually cheaper per cartridge than buying them one at a time.
Some retailers offer cartridge recycling programs where you can return empty cartridges for a small discount on your next purchase. Check whether your local office supply store or retailer has this program before you throw away old cartridges.
What to do if your printer shows an error message after changing cartridges
The most common error after changing cartridges is that the printer does not recognize the new one. Turn off the printer completely and unplug it from the wall for 30 seconds. Plug it back in and turn it on. This resets the printer's memory and often clears the error.
If the error persists, open the access panel and remove the cartridge again. Check that you peeled off all protective tape or plastic seals — sometimes a small piece of tape remains stuck to the cartridge. Reinsert the cartridge and make sure it clicks into place. Close the panel and try again.
If you're using a third-party or refilled cartridge and the printer shows a "non-genuine cartridge" warning, this is normal and does not mean the cartridge is defective. You can usually dismiss the warning and continue printing. However, if the printer refuses to print at all, you may need to use a brand-name cartridge instead, as some printer models are locked to reject third-party supplies.
How to handle ink or toner that spills on your hands or clothes
Inkjet ink washes off with soap and water. Rinse your hands immediately under running water and scrub with soap. Inkjet ink stains clothes, so change out of the garment right away and rinse the stain with cold water before washing it in the machine.
Laser toner is powder and does not stain the same way ink does, but it can be messy. If toner gets on your hands, do not use hot water — heat can set the powder into fabric. Brush off loose toner with a dry cloth, then rinse with cold water and soap. If toner spills inside the printer, use a dry cloth or a soft brush to wipe it out. Do not use a vacuum cleaner, as the static electricity can damage the printer's electronics.
When to replace the waste ink container
Inkjet printers have a waste ink container (also called a waste ink pad or maintenance cartridge) that collects excess ink during cleaning cycles. Over time, this container fills up. When it's full, your printer will display a message saying the waste ink container is full or needs service.
Unlike regular cartridges, you cannot simply empty and reuse the waste ink container — it must be replaced. The replacement process varies by printer model. Some printers have an easy-access container you can remove and replace yourself. Others require you to take the printer to a service center or call the manufacturer for a replacement.
Check your printer's manual or search "[your model number] waste ink container replacement" to find out whether you can do this yourself. If you can, the replacement container is inexpensive and the process takes a few minutes. If you cannot, contact the printer manufacturer or a local repair shop for service.
Frequently Asked Questions
Can I use cartridges from a different printer model in my printer?
No. Cartridges are designed to fit only specific printer models, and using the wrong cartridge will not fit into the slot. Even if two printers are made by the same company, their cartridges are usually not interchangeable. Always check your printer's model number before buying cartridges.
What should I do with empty cartridges after I remove them?
Many retailers and manufacturers have cartridge recycling programs. Check with your local office supply store, Best Buy, or the printer manufacturer's website to see if they accept empty cartridges. Some programs offer a small discount on your next purchase in exchange for returning empties. If no recycling program is available, empty cartridges can go in the trash.
Why does my printer say it's out of ink when the cartridge still has ink in it?
Printers track ink levels using a chip on the cartridge, not by actually measuring how much ink remains. When the chip reaches its limit, the printer stops printing even if liquid is still inside. This is a built-in limitation to encourage you to buy new cartridges. Third-party cartridges sometimes allow you to reset this chip, but brand-name cartridges do not.
Is it safe to leave cartridges in the printer if I'm not using it for a long time?
Yes, it's safe to leave cartridges installed. However, if you won't be using the printer for several months, consider covering it with a dust cover to keep dust out of the cartridge area. If you do remove cartridges for storage, keep them in a cool, dry place in their original packaging.