The basic steps for any printer cartridge replacement
Replacing a printer cartridge takes about five minutes and requires no tools beyond what came in your printer box. Turn off your printer, open the access panel (usually the top or front), locate the cartridge holder, press or lift the cartridge until it clicks or pops out, and slide the new one in until you hear it lock. Close the panel, turn the printer back on, and run the alignment or cleaning cycle if your printer prompts you to do so.
The exact motion varies by printer model — some cartridges slide straight out, others tilt down first, and a few require you to press a release button. Your printer's manual or the label inside the cartridge compartment will show you which. If you cannot find the manual, search "[your printer model] cartridge replacement" on the manufacturer's website; most have a short video that shows the exact motion for your machine.
Before you remove the old cartridge, note which color or type it is. Printers use different cartridge sizes and colors in different slots, and putting a color cartridge where a black one goes will either not fit or will cause an error message when you power on.
Key Takeaways
- Turn off the printer, open the access panel, and press or lift the cartridge until it releases, then slide the new one in until it locks.
- Check your printer manual or manufacturer website for a video showing the exact removal motion for your specific model.
- Note the cartridge type and color before removing the old one so you do not put a cartridge in the wrong slot.
- Third-party and remanufactured cartridges cost less than brand-name ones but may void your warranty or cause print quality issues depending on your printer model.
- If your printer shows an error after installing a new cartridge, remove it, reseat it firmly, and power the printer off and back on.
Where to buy replacement cartridges and what the price differences mean
Brand-name cartridges (made by your printer manufacturer) cost the most but are may provide to work with your printer and will not affect your warranty. Third-party cartridges made by companies like Canon, Epson, or HP's competitors cost 30 to 50 percent less and work in most printers, though some manufacturers warn they may cause print quality issues or void your warranty — check your printer's warranty document to see what it says.
Remanufactured cartridges are used cartridges that have been refilled and tested. They cost even less than third-party cartridges but have a higher failure rate and a shorter lifespan. If you print infrequently, a remanufactured cartridge may be worth the savings. If you print daily or need consistent color accuracy, a brand-name or high-quality third-party cartridge is usually the better choice.
You can buy cartridges at office supply stores like Staples or Office Depot, online retailers like Amazon, directly from the printer manufacturer's website, or at big-box stores like Walmart or Target. Prices vary by retailer and by how many cartridges you buy at once; buying a multi-pack usually costs less per cartridge than buying one at a time.
What to do if the printer shows an error after you install a new cartridge
The most common error is a message saying the cartridge is not recognized or is low on ink even though you just installed a new one. First, power off the printer completely, wait 30 seconds, and power it back on. This resets the printer's cartridge detection system and fixes the error in most cases.
If the error persists, remove the cartridge, check that you have not left any plastic tape or protective film on it, and reseat it firmly until you hear it click. Some cartridges have a small plastic tab that must be removed before installation; if you see one, peel it off and try again.
If the error still appears, the cartridge itself may be faulty. Contact the retailer or manufacturer where you bought it and ask for a replacement. Keep your receipt so you can prove the purchase date.
How to know when a cartridge is actually empty
Most printers show a low-ink warning long before the cartridge is truly empty. You can usually keep printing for several more pages after the warning appears. If you want to know the actual ink level, check your printer's settings menu or control panel; many printers display a percentage or bar graph showing how much ink remains.
Some printers will refuse to print when a cartridge reaches a certain threshold, even if ink remains inside. This is a manufacturer choice designed to protect print quality and push you to buy new cartridges sooner. If you want to squeeze every page out of a cartridge, you can sometimes remove it, shake it gently, and reinstall it to reset the low-ink sensor — but this does not always work and may damage the cartridge.
Storing cartridges so they do not dry out
Printer cartridges dry out when exposed to air for long periods, especially in dry climates or heated rooms. If you buy cartridges in bulk or keep spares on hand, store them in their original sealed packaging in a cool, dry place away from direct sunlight. Do not open the packaging until you are ready to use the cartridge.
If you have removed a cartridge and need to store it temporarily — for example, if you are replacing it with a different color — put the protective cap back on the nozzle if it came with one, or wrap the nozzle end loosely in plastic wrap. Store it upright in a sealed plastic bag or container. Most cartridges will remain usable for several months if stored this way, though the longer they sit, the higher the risk they will not work when you reinstall them.
Recycling or disposing of old cartridges
Do not throw used cartridges in the trash. They contain plastic, metal, and residual ink that can leak into soil and water. Most office supply stores accept used cartridges for free recycling, regardless of where you bought them. Staples, Office Depot, and Best Buy all have cartridge recycling programs at their customer service desks.
You can also mail cartridges to the manufacturer or to a cartridge recycling company. Some manufacturers offer prepaid shipping labels or will credit your account if you mail cartridges back to them. Search "[your cartridge brand] recycling program" to find the option nearest you.
Refillable cartridge systems and why they cost more upfront
Some printers come with or support refillable cartridge systems — tanks that you fill with bottled ink rather than replacing the entire cartridge. These systems cost more initially (usually $50 to $100 more than a standard printer) but save money over time because bottled ink costs far less than cartridges. If you print frequently, a refillable system can pay for itself within a year.
The trade-off is that refillable systems require more maintenance. You have to monitor ink levels, refill the tanks yourself, and clean the nozzles more often to prevent clogs. They also tend to have lower print speeds and may not be compatible with specialty papers or high-quality photo printing. If you print occasionally or need professional-quality output, a standard cartridge printer is usually the better choice.
Frequently Asked Questions
Can I use a cartridge from a different printer model in my printer?
No. Cartridges are designed to fit specific printer models and use different nozzle sizes and ink formulations. Using the wrong cartridge will either not fit or will damage your printer. Always check your printer model number and buy cartridges labeled for that model.
What does it mean when the printer says the cartridge is not genuine?
This message appears when you use a third-party or remanufactured cartridge in a printer that is set to detect only brand-name cartridges. The printer will usually still print, but the warning may appear each time you power on. You can often dismiss the message in the printer settings, though some manufacturers make this difficult intentionally.
Is it cheaper to refill cartridges myself instead of buying new ones?
Refill kits cost $10 to $20 and can refill a cartridge two or three times, making them cheaper per page than buying new cartridges. However, refilling is messy, can damage the cartridge if done incorrectly, and may void your warranty. Remanufactured cartridges offer a middle ground: lower cost than brand-name cartridges with less risk than DIY refilling.
Why does my printer use so much black ink even when I print in color?
Printers use black ink for text, outlines, and shadows in color documents, not just for black-and-white printing. If you print a lot of documents with colored backgrounds or graphics, your black cartridge will empty faster than your color cartridges. You can reduce black ink use by printing in draft mode or by adjusting color saturation in your document before printing.
Can I print if one cartridge is empty but the others are full?
This depends on your printer model. Some printers will not print at all if any cartridge is empty, even if you are printing in black only. Others will print in black when the color cartridges are empty, or print in color when the black cartridge is empty. Check your printer manual or settings menu to see what your printer allows.