How to Change Ink Cartridge in Office Printer

Need to know how to change ink cartridge in your office printer right now? Follow these steps below to avoid problems and install the right cartridge the right way.

Man checking and changing the printer cartridges of multi-function printer in office

Step 1: Find the printer model and appropriate cartridge

If you need to know how to put ink in a printer, you must start by checking the specific printer model and its ink or toner requirements. If you don’t have any extra cartridges handy in the office, you will need the model number to order the correct cartridges for your printer – or order additional supplies after using up cartridges. Double-check that the cartridge matches the printer model before you begin.

Step 2: Open your printer and remove old cartridges

Turn your printer on and open the ink cartridge access door. This can be in different locations on different printers, and for larger printers with several access doors, it’s a good idea to find the manual and check which one gives you access to cartridges. If you don’t have the manual handy, you can usually find a digital version by searching for your printer model online.

With the access door open, you will be able to reach in and remove the cartridge that is out of ink or toner (some printers will need to move the ink carriage to the access door, which usually happens automatically on opening). If you don’t know how to take ink out of the printer, go very slowly to avoid damaging the printer. There is often a release button, lever, or clamp that you will have to open to unlock the cartridge before you remove it. Once again, your printer manual should have more specific information.

Step 3: Open the new ink cartridge

Once the used ink cartridge is removed, you can safely discard it or send it in for recycling. Only now should you open the new ink cartridge packaging – it’s important not to open it until you are ready to place it in the printer. An open ink cartridge can develop problems over time, and even sealed cartridges can fail after several years, so it’s important to use a new product.

Look for any tape, seals, or covers that you may have to remove before inserting the new cartridge.

Step 4: Insert the new ink cartridge

Position the cartridge so that the “front” – typically the side with the label and cartridge into – is facing outward. Slide the cartridge into the slot and push it in. At this point, some cartridges will lock into place, while others will have to be clamped down with an additional manual step.

Note that if your printer has a carriage to move ink cartridges back and forth, you should avoid adjusting or unlatching this carriage: That can cause seating or positioning problems with the cartridges, which will lead to errors and even damage.

Step 5: Close the printer door

With the cartridge correctly in place, close the printer door. Many office printers will run a test page automatically to make sure everything is in working order. If this doesn’t happen, it’s a good idea to run a test page yourself to check that the printer is working correctly.

Alternative to replacing printer ink

Are you having problems finding the right cartridges, or correctly installing cartridges in your printer? Does ink installation often end in errors or other problems that waste time for the entire office? Consider managed print services from Sissine’s Office Systems: We can make sure that your printer is always ready to go, and schedule timely cartridge replacement by our professionals so your employees don’t have to – sometimes literally – get their hands dirty trying to replace a cartridge on their own.

Troubleshooting and FAQs

I replaced ink cartridges, but my printer is not working: If you are wondering, “Why is my printer not printing after changing cartridges?” then there are a couple of things you should try. First, always check that the cartridge has been properly locked in place. Sometimes cartridges are inserted without being fully locked in, which is necessary for the printer to sense them. Second, make sure you are using the right ink cartridges for your printer model. Even similar-looking cartridges may not work if they don’t match your printer.

I think the printer ink on the new cartridge dried out: This can happen if a new printer cartridge is left unsealed and exposed to the air over time. If you’re wondering how to stop printer ink from drying out, the best way is to only unseal the cartridge when you are in front of the printer and ready to place it. Cartridges kept in storage for long periods of time may also try out.

Can I make a dried-out ink cartridge work again? If you’re wondering how to make ink cartridges work again, you may want to look for another option. There’s no guarantee it will work, and it’s usually better for the health of your printer if you simply get a new cartridge. If this isn’t an option, you can try accessing the printer head and gently wiping it with a moist paper towel to see if this can jumpstart the cartridge into action.

Can you add water to printer ink? This is very unadvisable, even with a dried-out cartridge. Ink cartridges are designed with very precise formulas so that the ink adheres and dries properly. Adding even a small amount of water can ruin a cartridge. Back a decade ago, people would try injecting water to help bring a cartridge back to life, but modern cartridges are even more delicate and generally don’t allow for this. Even refillable cartridges like some Epson printers offer require ink bottles specifically from that brand.

Can I use off-brand or remanufactured ink cartridges? This varies greatly from printer to printer. Sometimes carefully remanufactured cartridges can be used in printers, although quality can vary. Other printers may accept off-brand cartridges, but some brands use identification technology specifically to prevent this.