Find your printer model and cartridge type first
Before you buy a replacement cartridge, you need to know which one fits your printer. The model number is usually on the front or back of the printer itself — look for something like "HP OfficeJet 4255" or "Canon PIXMA TR4720". Write it down or take a photo.
Open your printer's manual or visit the manufacturer's website and search for your model number. The manual will show you exactly which cartridges work — for example, an HP printer might use cartridge 63 or 65, and a Canon might use CLI-581 or PGI-580. Some printers use one cartridge for all colors; others use separate cartridges for black, cyan, magenta, and yellow. Buying the wrong cartridge wastes money and won't fit in your machine.
You can also check the cartridge slot itself. Many printers print the cartridge number directly on the plastic holder inside the printer, so you do not have to dig through paperwork. Open the printer access panel and look at the empty slot — the number is often printed right there.
Key Takeaways
- Your printer model number is printed on the device itself, and the manual or manufacturer website tells you which cartridge number you need.
- Turn off the printer before you open it, and let it sit for a few minutes so the cartridge holder moves to the center position.
- Push the cartridge straight in until you hear or feel a click, then close the access panel — forcing it or angling it can damage the printer.
- If your printer shows a low-ink warning after you install a new cartridge, you may need to reset the ink level counter through the printer's menu or software.
Gather your supplies and prepare the printer
You will need the new cartridge, a small piece of paper towel or lint-free cloth, and a flat surface to work on. Do not use regular paper towels — they can leave fibers inside the printer. A coffee filter or microfiber cloth works better.
Turn off the printer completely and wait two to three minutes. This is important because the cartridge holder needs to move to the center of the printer so you can reach it safely. If you open the access panel while the printer is on or when ready after turning it off, the holder may be in a position that blocks access or puts your hand near moving parts.
Once the printer is off and you have waited, open the access panel or cover. This is usually a hinged door on the front or top of the printer. Some printers have a button you press to open it; others you straightforward lift. The manual shows you exactly where and how.
Remove the old cartridge
Look inside and locate the empty or low cartridge. You will see a plastic holder with slots for each color. The cartridge you are replacing will be sitting in one of these slots.
Push the cartridge gently toward the center of the printer. Most cartridges have a small tab or lever on the side — pushing the cartridge inward triggers a release mechanism. You will hear or feel a click, and the cartridge will pop slightly out of its slot. Grab it by the sides (not the nozzle or electrical contacts) and pull it straight out toward you.
Set the old cartridge aside. Do not touch the metal contacts or the nozzle opening on the bottom of the cartridge — oils from your skin can interfere with printing. If you got ink on your hands, wipe them with the cloth before touching the new cartridge.
Install the new cartridge
Remove the new cartridge from its packaging. Most cartridges come with a plastic protective cap or tape covering the nozzle. You must remove this before installing — look for a tab or pull-strip and remove it completely. If you leave the protective cap on, the printer will not work and you may damage the cartridge.
Hold the cartridge by its sides and align it with the empty slot. The cartridge is shaped so it only fits one way — you cannot force it in backward. Line up the cartridge with the slot and push it straight in, away from you, until you hear a click. The click means the cartridge is locked in place. Do not angle it or push at an odd angle — this can bend the contacts or damage the holder.
Close the access panel. Some panels slide shut; others hinge down. Make sure it closes completely and latches if there is a latch. Do not force it — if it does not close smoothly, open it again and check that the cartridge is fully seated.
Turn the printer back on and check for warnings
Power on the printer and wait for it to finish its startup cycle. This usually takes 30 seconds to a minute. The printer may make some clicking or whirring sounds as it initializes — this is normal.
Check the printer's display screen or the software on your computer. Some printers show an ink-level warning or a message asking you to confirm that you have installed a new cartridge. If you see this prompt, follow the on-screen instructions to confirm. This tells the printer to reset its ink counter so it knows the cartridge is full.
If the printer still shows a low-ink warning after you have installed a brand-new cartridge, you may need to reset the counter manually. Check your printer's manual for the reset procedure — it usually involves pressing a specific button combination on the printer itself or using the printer's software on your computer. Different manufacturers have different methods, so the manual is your best guide.
Troubleshooting if something goes wrong
If the cartridge will not click into place, stop pushing and remove it. Check that you have removed the protective cap completely — this is the most common reason a cartridge will not seat. Also make sure you are pushing it straight in, not at an angle. Align the cartridge with the slot again and try once more.
If you see ink leaking from the cartridge or the printer, turn it off when ready and remove the cartridge. Check that the protective cap was fully removed and that you did not accidentally tear the cartridge itself during installation. If the cartridge is damaged, you will need to replace it. If it looks fine, reinstall it and watch for leaks during the first few pages you print.
If the printer prints with streaks, faint colors, or blank spots after you install a new cartridge, the nozzle may not have primed properly. Many printers have a cleaning cycle in their settings menu — run this once or twice to flush the nozzle and get ink flowing. Check your printer's manual or software for where to find the cleaning option.
When to buy original versus third-party cartridges
Original cartridges made by the printer manufacturer (HP, Canon, Epson, Brother, and so on) are more expensive but are may provide to work and often come with a warranty. Third-party cartridges made by other companies are cheaper but vary widely in quality and reliability. Some work perfectly; others leak, clog, or run out of ink faster than advertised.
If your printer is new or still under warranty, using a third-party cartridge may void the warranty — check your warranty paperwork. If you have had problems with third-party cartridges in the past, original cartridges are worth the extra cost for the peace of mind. If you print rarely and want to save money, third-party cartridges from well-reviewed brands are usually safe to try.
Refilled or remanufactured cartridges are original cartridges that have been emptied and refilled with ink. These are cheaper than new original cartridges but more reliable than most third-party options. They work well if you buy them from a reputable refiller, but quality varies by shop.
Frequently Asked Questions
Can I print while the cartridge is low, or do I need to replace it right away?
You can keep printing with a low cartridge until the printer stops you. Most printers will not let you print once a cartridge is completely empty, but you can usually squeeze out several more pages after the low-ink warning appears. If you are in the middle of an important print job, finish it before replacing the cartridge.
What should I do with the old cartridge?
Many office supply stores like Staples and Office Depot take used cartridges for recycling at no charge. Some manufacturers also run mail-back programs where you can send old cartridges to them. Do not throw cartridges in the trash — they contain plastic and metal that can be reused.
Why does my printer still show low ink after I installed a new cartridge?
The printer's ink counter needs to be reset. Look in your printer's settings menu or the software on your computer for an option to reset the ink level or cartridge counter. If you cannot find it, check the manual for your specific model — the reset process varies by brand.
Is it safe to use third-party cartridges in my printer?
Third-party cartridges usually work fine, but quality varies. Check your warranty first — some manufacturers void warranties if you use non-original cartridges. If your warranty allows it, third-party cartridges are safe to try, especially from brands with good reviews.
What if ink gets on my hands or clothes during the cartridge change?
Printer ink washes out with soap and water, though it may take a few washes. For clothes, rinse with cold water when ready — hot water can set the stain. If ink gets on your skin, wash your hands before touching your face or other surfaces.