Updated July 8, 2025 - MIN READ
Introduction
If you're feeling a bit unsure about how to replace a toner cartridge in your laser printer, you're not alone. For most people, it's something that only needs doing every few months - or even less often - so it's completely normal to forget exactly how it works.
The good news is that it’s usually a straightforward process, and we’re here to help make it as simple as possible for you. Whether you’re replacing your cartridge for the first time or just need a refresher, this guide walks you through everything step-by-step.
We’ll start with general instructions that apply to most laser printers, followed by brand-specific tips for popular brands like Brother, HP, Canon, OKI and Kyocera.
We hope you find this guide helpful and easy to follow. Let’s get your printer back up and running in no time!
Before We Start
Before getting into the steps for replacing toner cartridges here are a couple of key points you should be aware of.
Toner Cartridge Systems
If you’ve got a laser printer you'll know it has one or more toner cartridges which contain toner powder. Another key component in laser printers is the imaging drum which is a photosensitive cylinder. The laser beam creates an electrostatic image on the drum's surface, which attracts toner powder. The drum then transfers this toner image onto the paper.
Some brands, like HP and Canon, use a combined cartridge design, where the drum is built into the toner cartridge. This means every time you replace the toner, you're also replacing the drum.
Other brands, such as Brother, OKI, and some Kyocera models, use a two-part system: the toner cartridge and the drum unit are separate. In these cases, you’ll replace the toner cartridge more often, and the drum unit less frequently - typically after several toner changes.
Knowing which type your printer uses is important, as the replacement steps are slightly different. If you’re not sure, check your printer manual.
Power On or Off?
Always follow your manufacturer’s guidance, but here’s what’s important to know: Most modern laser printers are designed to remain powered on during toner replacement. Opening the front cover typically pauses printing, allowing safe access to the toner compartment while enabling the printer’s internal systems to detect the new cartridge and automatically reset or calibrate.
This trend reflects advancements in printer technology: today’s devices often include sophisticated detection and configuration features that rely on the printer being active during consumable replacement. Keeping the printer powered on helps streamline the process, reduce downtime, and avoid manual resets.
That said, make sure the printer is idle (not actively printing) before you begin. If your manual specifically recommends powering off - or if you feel more comfortable doing so - you can switch off and unplug the machine before replacing the toner. But in most modern designs, staying powered on is not only safe, it’s often the preferred method
Toner Cartridge Replacement: Step-by-Step
Step 1: Prepare the New Toner Cartridge
Obtain the correct replacement toner cartridge for your printer model. Leave it sealed in its package until you’re ready to install. If the cartridge has been stored in a cold environment, let it acclimate to room temperature to prevent condensation.
Toner cartridges are often vacuum-packed. Avoid shaking or tilting the sealed package excessively, as this could contribute to toner settling unevenly before you're ready to prepare the cartridge for installation.
If your toner cartridge has an integrated drum it's critical you don't touch the drum's photosensitive surface. Any contact, even a light touch, can leave residues or scratches that result in permanent print defects.
Step 2: Access the Toner Cartridge
Open the printer’s front cover or toner access door. This is typically a front panel on laser printers (often labeled with a release latch or button).
Opening this cover gives you access to the toner cartridge. On some machines (e.g. certain Canon or colour lasers), opening the cover might slide out a cartridge tray or provide handles to pull out the toner cartridge.
Caution: If you've just been using the printer some internal parts will be extremely hot. To avoid the risk of burns wait 5-10 minutes for the printer to cool down before you touch the internal parts of the machine.
Tip: If you have a colour laser with multiple toners, note their positions (usually marked by colour labels) so you return each to the correct slot.
Step 3: Remove the Old Toner Cartridge
Gently grasp the toner cartridge by its handle (or designated grip point) and pull it straight out.
In printers where the toner is separate from the drum (e.g., Brother), you will pull out the combined drum + toner unit first. Place the unit on a disposable cloth or paper to catch any toner dust. Then press the release lever (often a green tab or button on the drum unit) to unlock the toner cartridge and lift it out of the drum assembly.
In printers with an integrated cartridge (HP/Canon), you simply remove the single cartridge; there is no separate drum assembly to worry about.
Step 4: Handle the Old Cartridge Carefully
Keep the old toner cartridge upright to avoid spilling toner.
Caution: Do not touch the drum surface if visible - as noted earlier, this can leave residues or scratches that result in permanent print defects. If you see toner powder on anything, you can gently wipe it with a dry, lint-free cloth.
Do not shake the old cartridge aggressively – toner dust is fine and can spread easily. You can put the used cartridge aside on a newspaper or plastic bag for now (to discard or recycle later, per your local guidelines).
Step 5: Unpack the New Toner Cartridge
Take the new cartridge out of its box. Only open the sealed bag when you’re ready to install; prolonged exposure can clump the toner.
Gently remove any shipping materials: most new toners have a plastic protector or cover over the drum or toner roller – this might be an orange clip or a piece of tape/plastic that must be pulled out.
For example, many cartridges have a long plastic sealing tape that you must pull out completely (you’ll typically tug on an orange tab to pull the strip; it may be ribbon about 10 centimetres long).
Remove all protective strips or covers; leaving any in place will prevent the cartridge from fitting or functioning. Consult the instructions that came with the cartridge if unsure (they often illustrate these steps).
Step 6: Distribute the Toner
Before installation, many manufacturers suggest gently rocking the new toner cartridge side to side to evenly distribute the toner powder inside.
Gently rock the new toner cartridge end-to-end 5–6 times, keeping it horizontal. This helps prevent light print areas on the first prints. Do not shake so hard that toner leaks.
Step 7: Install the New Toner Cartridge
If your printer uses a separate drum unit, insert the new toner cartridge into the drum unit before putting it back in the printer.
Slide the toner in the same way it came out: align it with the tracks in the drum unit and push down until it clicks or locks in place. Ensure the cartridge is seated firmly; if installed correctly, the lock lever should spring back up, securing the cartridge.
On Brother drum units, you’ll hear a small click when the green lock lever lifts, indicating the toner is hooked in.
For integrated toner cartridges, simply align the cartridge with the guides inside the printer and slide it in until fully seated. It usually only fits one way (don’t force it if it’s misaligned). Push until it’s flush and you feel it latch into position.
Step 8: Clean and Check (if applicable)
While the cartridge is out, you might take a moment to gently clean any accessible printer internals.
If your printer has a separate drum unit that you removed: check the corona wire on the drum. Many Brother drums have a small green slider for this wire – slide it back and forth a few times to clean any dust, then put it back to the home position (marked with an arrow).
This can prevent streaks or stripes on prints. Failing to properly return the corona wire cleaner to its original starting position will cause white lines on printed pages. (Not getting this crucial step right is a common cause of print quality issues after cartridge replacement).
Ensure no bits of packaging are left inside the printer.
Step 9: Insert the Cartridge (or Cartridge+Drum Unit)
Slide the new cartridge (or assembled drum unit with cartridge) back into the printer, using the rails or slots it came out from.
Push it in firmly until it stops in place. Close the front cover of the printer securely.
Step 10: Test and Verify
If you powered the printer off, plug it back in and turn it on.
If it was already on, closing the cover may prompt the printer to spin up or do a brief calibration. Give it a moment to recognise the new toner. The “Toner Low” or “Replace Toner” message should clear automatically once the printer detects the new cartridge.
Print a test page or any document to ensure the new toner is working properly with good print quality.
If there are any issues - check the trouble-shooting guide below.
Brand-Specific Tips
Brother
When replacing Brother toner, leave the printer powered on during the process. Open the front cover and remove the combined drum/toner unit. Important: Brother toner cartridges sit inside a drum unit – press the green lock lever to release the toner from the drum.
Install the new cartridge into the drum until it clicks, clean the corona wire with the green tab, and return the assembly.
Brother printers will usually automatically recognise a new toner, but if you used a third-party cartridge and still see a “Replace Toner” message, you might need to reset the toner counter (this involves opening the cover and pressing a sequence on the keypad – check your model’s manual).
Brother discourages third-party refills (you may see a warning), but you can press “OK” to bypass a non-genuine toner message.
Also note: Brother drum units are separate; you’ll need to replace the drum after around 3-4 toners, or when you see a “Replace Drum” message.
HP
Most HP LaserJet printers use an all-in-one toner cartridge that combines both toner and drum. This makes replacement straightforward: power on the printer, open the front cover, and remove the old cartridge.
New cartridges usually come with an orange plastic cover and a sealing tape pull tab—make sure to remove both completely before installation. Slot in the new cartridge, close the cover, and the printer will typically auto-calibrate. There’s usually no need for a manual reset, as the cartridge’s chip updates toner status automatically.
A small number of newer HP models (such as the M102/M130 series) use a separate drum unit in addition to a toner cartridge. In those cases, follow HP’s manual for drum replacement when needed, but toner changes are similar to the steps above.
If you're using third-party compatible toner cartridges and see a “Used or Non-HP cartridge” warning, you can usually confirm and continue through the printer’s menu. However, many HP printers include a “cartridge protection” setting that can lock cartridges to a specific printer or block third-party cartridges altogether.
Worse still, HP pushes out firmware updates that can re-enable this setting or introduce hard blocks on compatible cartridges - even if they previously worked fine. This is an ongoing issue, and not just a technical inconvenience. It’s part of a broader trend by some printer manufacturers to control the aftermarket, which has raised serious legal concerns.
Under New Zealand law, specifically the Commerce Act 1986 and the Fair Trading Act 1986, it's illegal for manufacturers to require the use of a specific cartridge brand or to void your warranty just for using a compatible cartridge - unless the compatible cartridge directly caused the fault.
To avoid being caught out:
- Disable automatic firmware updates if you plan to use third-party toner.
- Check cartridge protection settings and turn them off if present.
By staying informed and taking a few precautions, you can continue to benefit from cost-effective compatible toner without being locked into OEM pricing.
OKI
OKI LED/laser printers typically use a separate toner and drum design (especially colour models). For example, in many OKI colour printers, each colour has a toner cartridge that snaps into a drum unit.
To replace toner, you may need to open the top cover, then release a latch or lever to lift out the toner (sometimes an entire drum+toner assembly comes out first). Swap the old toner cartridge out of the drum by pressing a lever (the mechanism is often similar to Brother’s). Insert the new toner cartridge into the drum until it locks, then slide the assembly back.
Ensure you match the toner colour to the correct drum/colour slot (they’re usually labeled). OKI printers often have a lever or button you must turn to unlock/lock toners. Check the user manual for specifics.
The printer will usually initialise the new toner on its own.
Canon
Canon laser printers (especially the ImageCLASS/LBP series) often use Canon’s “All-in-One” cartridges. This design is similar to HP’s, as Canon manufactures many of the core engine components used in both Canon and HP laser printers.
Replacing these is virtually the same as HP: open the front cover, pull out the old cartridge, remove protective strips on the new cartridge, gently shake it end-to-end 5-6 times to distribute toner, then insert it until it’s firmly in place.
Canon cartridges (e.g., Canon 045, 051, 104, etc.) usually have a coloured pull tab for a sealing tape – pull it out fully. Close the cover and the printer will be ready after a moment.
There’s no separate drum to worry about in most Canon home/office models. If you have a higher-end Canon that uses a drum unit (certain colour models), the procedure will be more like the Brother/OKI style.
Canon printers will alert you if a toner is not genuine but allow you to press “OK” to continue.
Kyocera
Most modern Kyocera ECOSYS laser printers, particularly those used in homes and offices, use rectangular toner cartridges. These cartridges are inserted directly into the printer, similar to how other brands operate.
To replace the toner, you typically open a top or front cover, release the latch on the empty cartridge, pull it out, and insert the new one. After securing it (often with a locking lever), the printer may automatically detect the change, or in some models, prompt you to initiate a toner replenishment cycle.
Kyocera's toner cartridge design has varied. While some, particularly older models, may have relied more on internal printer sensors for toner levels and used simpler or no chip technology on the toner itself, many modern Kyocera cartridges do incorporate chips for functions like toner level reporting and cartridge identification.
The printer should automatically recognise a properly installed full cartridge once it's locked into place. If a “toner low” message remains, check that the cartridge is fully secured and consider running the toner cycle manually.
Note: Some older or specialised Kyocera models use bottle-like toner containers that feed toner into a separate developer unit. This system is generally found in higher-volume copiers and MFPs rather than typical home/office desktop printers. For those models, the replacement process and form factor may differ.
Kyocera drums are typically part of a long-life process unit, designed to last for tens of thousands of pages. During standard toner changes, you won’t need to handle or replace the drum. Always follow your model’s on-screen prompts, which often guide you through each step of the replacement process.
Troubleshooting Toner Replacement Issues
This typically means something is not seated correctly.
Double-check that the cartridge is the exact right model for your printer. Sometimes high-yield cartridges are physically larger and require a slightly different insertion angle.
Remove the cartridge and inspect the compartment – is the drum unit aligned properly (for those with separate drums)? For colour printers, ensure each cartridge is in the correct slot. Also verify no pieces of packaging (like an orange spacer or clip) are left attached.
Never force the printer cover closed; if it doesn’t close easily, something is out of place. Remove and re-seat the cartridge, and try again.
If your printer continues to display a “Toner Low” or “Replace Toner” warning after installing a new cartridge, the first step is to reset its seating.
Remove the new cartridge and reinsert it, making sure it clicks in properly. Confirm that all protective strips have been remove – a forgotten pull-tab or cover will prevent proper detection.
Some printers store the serial number of cartridges in memory; occasionally, power-cycling the printer (turn off, unplug for a minute, then plug in and turn on) can reset this and make it detect the new cartridge.
In a few cases (especially with Brother), you may need to manually initiate a toner counter reset (check your model’s instructions; it might involve pressing a secret sequence with the front cover open).
Also, check that you purchased the correct cartridge model – an incorrect or regional variant might physically fit but not be recognised by the printer’s chip.
It’s common for printers to warn you if you install a third-party or refilled toner. For example, HP printers might say “Used or Counterfeit Cartridge detected,” and Brother printers may flash a “Replace with Brother toner” message.
In general, you can acknowledge or bypass these messages: on the printer’s control panel, select “OK” or “Continue” if prompted. The printer will then use the cartridge without warrantying its quality (which is fine for most users).
If the printer refuses to work with a non-OEM cartridge, check if a firmware update was applied that enforces cartridge checks – unfortunately, some manufacturer updates can block unofficial cartridges.
You might need to disable cartridge protection (for HP, this is an option in the settings or HP Smart app) or, if possible, roll back firmware.
As a last resort, using a different cartridge can determine if the issue is with the cartridge’s chip.
Remember: It’s illegal in many regions (including NZ) for manufacturers to prevent you from using compatible cartridges, so there is usually a way to proceed.
If you accidentally spill some toner powder, do not use a wet cloth (toner is a fine plastic powder that will smear).
Instead, use a dry lint-free cloth or a vacuum with a HEPA filter (toner particles can pass through regular vacuums). Clean any visible toner inside the printer with gentle wiping. Avoid inhaling the dust – it’s not toxic, but it can irritate.
A small amount of residual toner in the printer is usually harmless; the printer has waste toner collection in the drum unit.
If you get toner on your hands, wash with cold water (hot water can set the toner, as it melts the plastic).
For future, you might keep a scrap piece of paper under the drum unit when swapping cartridges to catch any debris.
If you immediately notice issues like streaks, spots, or blank patches on prints with a brand-new toner, several things could be at play.
First, did you gently shake the new toner to distribute the powder? Uneven settling can cause light prints until the toner flows evenly. Print a few more pages to see if it improves.
Second, check that you removed all sealing material; even a small strip left can block toner from coming out.
Third, the problem might not have been the toner at all – it could be the drum unit if you have a separate drum. Inspect the drum for any damage or leftover toner clumps. Try cleaning the corona wire on the drum unit (if accessible) using the provided tab.
If you see repeating marks at regular intervals, that usually points to a drum issue (since the drum’s circumference causes recurring patterns). In that case, the drum might need replacement or cleaning.
Lastly, if you are using a third-party cartridge, print quality can vary by brand – a poor quality toner can cause grey background or low yield. If print defects persist, try installing another cartridge (warranty replacement from the vendor if possible) to see if the cartridge was faulty.
Conclusion
By following these steps and tips, replacing a laser printer toner cartridge should be a straightforward and mess-free task. In most cases, your printer will be back to printing crisp pages immediately after a toner change. Remember to store any spare toner cartridges properly (in a cool, dry place, flatly) and always handle the imaging components with care for the best results.
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