Ink & Toner Buying Guide
Expert advice and Ink & Toner solutions from Staples Business Advantage. 
Ink & Toner Buying Guide: Expert Advice and ink and toner solutions from Staples Business Advantage.
Topics in this Ink and Toner Buying Guide:
What is Toner?
Toner is a powdered substance used in laser printers and photocopiers to produce high-quality text and images on paper.
Pros of Toner:
Cost Efficiency: Laser printers are renowned for their cost efficiency, particularly for high-volume printing. The cost per page for toner-based printing is generally lower than inkjet printing, making it more economical for larger businesses with substantial printing needs.
Speed: Laser printers are known for their fast print speeds, making them ideal for high-demand environments where quick turnaround times are essential.
Quality (for text and graphics): Laser printers deliver sharp and crisp text and graphics, making them well-suited for producing professional-quality documents, reports, and presentations.
Cons of Toner:
Initial Investment: Laser printers typically have a higher upfront cost compared to inkjet printers, which can be a barrier for smaller businesses or those with budget constraints.
Color Reproduction: While color laser printers exist and offer decent color reproduction, they may not match the vibrant colors produced by inkjet printers, especially for high-end graphics or photo printing.
Toner is a powdered substance used in laser printers and photocopiers to produce high-quality text and images on paper. Pros of Toner: Cost Efficiency (for high volume): Laser printers are renowned for their cost efficiency, particularly for high-volume printing. The cost per page for toner-based printing is generally lower than inkjet printing, making it more economical for larger businesses with substantial printing needs. Speed: Laser printers are known for their fast print speeds, making them ideal for high-demand environments where quick turnaround times are essential. Quality (for text and graphics): Laser printers deliver sharp and crisp text and graphics, making them well-suited for producing professional-quality documents, reports, and presentations. Cons of  Toner:  Initial Investment: Laser printers typically have a higher upfront cost compared to inkjet printers, which can be a barrier for smaller businesses or those with budget constraints. Color Reproduction (for some models): While color laser printers exist and offer decent color reproduction, they may not match the vibrant colors produced by inkjet printers, especially for high-end graphics or photo printing.
What is Printer Ink?
Printer ink is a liquid pigment or dye used in inkjet printers to produce text and images on paper. Pros of Ink: Color Reproduction: Inkjet printers excel at producing vibrant, high-quality color prints, making them suitable for marketing materials, presentations, and creative projects where color accuracy is crucial. Affordability (for small quantities): Inkjet printers tend to have a lower upfront cost compared to laser printers, making them more accessible for smaller businesses or those with limited printing needs. Versatility: Inkjet printers can handle a variety of media types, including glossy photo paper and specialty materials, making them versatile for printing various documents and materials. Cons of Ink: Cost Per Page (for high volume): While inkjet printers may have a lower upfront cost, the cost per page tends to be higher, especially for high-volume printing. This can result in higher overall printing costs for larger businesses with extensive printing requirements. Print Speed: Inkjet printers typically have slower print speeds compared to laser printers, which may not be ideal for environments where speed and efficiency are critical. Smudging: Inkjet prints may smudge if they come into contact with moisture shortly after printing, which can be a concern for documents that need to be handled immediately.
Printer ink is a liquid pigment or dye used in inkjet printers to produce text and images on paper.
Pros of Ink:
Color Reproduction: Inkjet printers excel at producing vibrant, high-quality color prints, making them suitable for marketing materials, presentations, and creative projects where color accuracy is crucial.
Affordability: Inkjet printers tend to have a lower upfront cost compared to laser printers, making them more accessible for smaller businesses or those with limited printing needs.
Versatility: Inkjet printers can handle a variety of media types, including glossy photo paper and specialty materials, making them versatile for printing various documents and materials.
Cons of Ink:Cost Per Page: While inkjet printers may have a lower upfront cost, the cost per page tends to be higher, especially for high-volume printing. This can result in higher overall printing costs for larger businesses with extensive printing requirements.
Print Speed: Inkjet printers typically have slower print speeds compared to laser printers, which may not be ideal for environments where speed and efficiency are critical.
Smudging: Inkjet prints may smudge if they come into contact with moisture shortly after printing, which can be a concern for documents that need to be handled immediately.
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Printer Cartridge Colors: A Guide for Business Customers
Black (K) Black ink or toner is essential for producing sharp, readable text, making it the most frequently used cartridge in office settings. It's primarily used for text documents and outlines. In high-demand environments, such as offices with heavy text document printing, black cartridges are often the first to need replacement.
Cyan (C) Cyan is crucial for creating a wide range of blue and green shades in color prints. Notably, many printers use a small amount of cyan even when printing in black and white, leading to faster depletion. Expect to replace cyan cartridges more frequently in environments where color accuracy and quality are prioritized.
Magenta (M) Magenta ink is used to produce red and pink tones in color documents and images. If your business frequently prints images or documents with significant red or pink elements, anticipate a higher consumption rate for magenta cartridges.
Yellow (Y) Yellow is vital for generating yellow and green hues, and it blends with other colors to create a spectrum of shades. Its usage rate often matches that of cyan and magenta, but it may deplete faster if your prints include a lot of green or warm tones. Monitoring yellow ink levels is essential for businesses producing color-rich documents and images.
Black (K) Black ink or toner is essential for producing sharp, readable text, making it the most frequently used cartridge in office settings. It's primarily used for text documents and outlines. In high-demand environments, such as offices with heavy text document printing, black cartridges are often the first to need replacement. Cyan (C) Cyan is crucial for creating a wide range of blue and green shades in color prints. Notably, many printers use a small amount of cyan even when printing in black and white, leading to faster depletion. Expect to replace cyan cartridges more frequently in environments where color accuracy and quality are prioritized. Magenta (M) Magenta ink is used to produce red and pink tones in color documents and images. If your business frequently prints images or documents with significant red or pink elements, anticipate a higher consumption rate for magenta cartridges. Yellow (Y) Yellow is vital for generating yellow and green hues, and it blends with other colors to create a spectrum of shades. Its usage rate often matches that of cyan and magenta, but it may deplete faster if your prints include a lot of green or warm tones. Monitoring yellow ink levels is essential for businesses producing color-rich documents and images.
How To Find the Correct Printer Cartridge for your Printer Model
Check the Printer Manual: Refer to the user manual that came with the printer. It typically lists the compatible ink or toner cartridge models. If you no longer have the manual, check StaplesAdvantage.com Ink and Toner Finder to find a list of compatible cartridges. Look Inside the Printer: Open the printer’s cartridge compartment and check the existing cartridges. The model number is usually printed on the cartridge itself. Or, check for a label on the printer itself. Some printers have a label inside the cartridge compartment or on the printer body indicating the compatible cartridge models. Check the Printer Display or Software: If the printer has a digital display, navigate through the menu options to find information about the installed cartridges. Or, use the printer’s software or drivers installed on your computer. The software often provides details about the current cartridge model and status. Check your Previous Purchases: Check previous purchase receipts or invoices if you’ve ordered cartridges before. The model number should be listed. Or, check your order history in Staples Advantage.com.  Contact Support: Contact the printer manufacturer or Staples Business Advantage chat directly for assistance. Provide them with the printer model number, and they can inform you about compatible cartridge models.
Check the Printer Manual: Refer to the user manual that came with the printer. It typically lists the compatible ink or toner cartridge models. If you no longer have the manual, check StaplesAdvantage.com Ink and Toner Finder to find a list of compatible cartridges.
Look Inside the Printer: Open the printer’s cartridge compartment and check the existing cartridges. The model number is usually printed on the cartridge itself. Or, check for a label on the printer itself. Some printers have a label inside the cartridge compartment or on the printer body indicating the compatible cartridge models.
Check the Printer Display or Software: If the printer has a digital display, navigate through the menu options to find information about the installed cartridges. Or, use the printer’s software or drivers installed on your computer. The software often provides details about the current cartridge model and status.
Check your Previous Purchases: Check previous purchase receipts or invoices if you’ve ordered cartridges before. The model number should be listed. Or, check your order history in Staples Advantage.com.
Contact Support: Contact the printer manufacturer or Staples Business Advantage chat directly for assistance. Provide them with the printer model number, and they can inform you about compatible cartridge models.
Remanufactured vs Original Equipment Manufacturer (OEM) Cartridges
OEM (Original Equipment Manufacturer) ink cartridges are cartridges produced by the original printer manufacturer. They are designed specifically for compatibility with the manufacturer's printers and are often recommended for optimal performance and reliability. These cartridges undergo rigorous testing and adhere to strict quality standards set by the manufacturer. Large businesses with extensive printing needs may benefit from using OEM cartridges due to their reliability and consistent performance.
A remanufactured cartridge refers to a previously used ink or toner cartridge that has been collected, cleaned, and refurbished to meet quality standards for resale. Remanufactured cartridges undergo a thorough process of disassembly, cleaning, replacement of worn components, refilling with ink or toner, and rigorous testing to ensure functionality and print quality comparable to OEM cartridges. These cartridges offer a cost-effective alternative to OEM cartridges while promoting sustainability through recycling and reuse of materials. Small businesses, especially those with limited budgets, may explore alternatives to OEM cartridges, such as remanufactured or compatible cartridges.
OEM (Original Equipment Manufacturer) ink cartridges are cartridges produced by the original printer manufacturer. They are designed specifically for compatibility with the manufacturer's printers and are often recommended for optimal performance and reliability. These cartridges undergo rigorous testing and adhere to strict quality standards set by the manufacturer. A remanufactured cartridge refers to a previously used ink or toner cartridge that has been collected, cleaned, and refurbished to meet quality standards for resale. Remanufactured cartridges undergo a thorough process of disassembly, cleaning, replacement of worn components, refilling with ink or toner, and rigorous testing to ensure functionality and print quality comparable to OEM cartridges. These cartridges offer a cost-effective alternative to OEM cartridges while promoting sustainability through recycling and reuse of materials. Considerations for Large vs. Small Businesses: Large Businesses: Large businesses with extensive printing needs may benefit from using OEM cartridges due to their reliability and consistent performance. While OEM cartridges typically come with a higher price tag, the assurance of compatibility and quality can outweigh the initial cost for businesses with high printing volumes. Small Businesses: Small businesses, especially those with limited budgets, may explore alternatives to OEM cartridges, such as remanufactured or compatible cartridges. Remanufactured cartridges are recycled and refurbished OEM cartridges, offering a more affordable option without compromising quality. Compatible cartridges, produced by third-party manufacturers, can also provide cost savings while maintaining satisfactory print quality.
Only Buy Genuine Printer Cartridges. Here's Why.
Quality Assurance: Genuine ink cartridges are designed and manufactured by the printer manufacturer to meet stringent quality standards. They ensure consistent print quality and reliability, minimizing the risk of print defects, smudging, or damage to printing equipment. Compatibility: OEM ink cartridges are specifically engineered to work seamlessly with the corresponding printer models. They guarantee optimal performance and compatibility, reducing the likelihood of compatibility issues or printer malfunctions that may arise from using third-party cartridges. Warranty Protection: Using genuine ink cartridges helps preserve printer warranties and support agreements. Printer manufacturers may void warranties or decline support services for printers damaged by the use of non-genuine cartridges, potentially leading to costly repairs or replacements for businesses. Longevity and Durability: Genuine ink cartridges are formulated with high-quality inks and materials, ensuring longevity and durability for printed documents. They resist fading, smudging, and water damage better than non-genuine alternatives, resulting in professional-looking prints that withstand the test of time. Peace of Mind: Purchasing genuine ink cartridges provides peace of mind for businesses, knowing they are investing in reliable and proven printing solutions. It eliminates concerns about print quality, compatibility issues, or potential damage to printers, allowing businesses to focus on their core operations without disruptions.
Quality Assurance: Genuine ink cartridges are designed and manufactured by the printer manufacturer to meet stringent quality standards. They ensure consistent print quality and reliability, minimizing the risk of print defects, smudging, or damage to printing equipment.
Compatibility: OEM ink cartridges are specifically engineered to work seamlessly with the corresponding printer models. They guarantee optimal performance and compatibility, reducing the likelihood of compatibility issues or printer malfunctions that may arise from using third-party cartridges.
Warranty Protection: Using genuine ink cartridges helps preserve printer warranties and support agreements. Printer manufacturers may void warranties or decline support services for printers damaged by the use of non-genuine cartridges, potentially leading to costly repairs or replacements for businesses.
Longevity and Durability: Genuine ink cartridges are formulated with high-quality inks and materials, ensuring longevity and durability for printed documents. They resist fading, smudging, and water damage better than non-genuine alternatives, resulting in professional-looking prints that withstand the test of time.
Peace of Mind: Purchasing genuine ink cartridges provides peace of mind for businesses, knowing they are investing in reliable and proven printing solutions. It eliminates concerns about print quality, compatibility issues, or potential damage to printers, allowing businesses to focus on their core operations without disruptions.
The Truth: Imitation ink and toner can leave you vulnerable to spyware. Learn more.
Page Yield: High-Yield vs Standard Yield
What is Page Yield?
Page yield refers to the estimated number of pages a single ink or toner cartridge can print under standard conditions. For businesses, page yield matters because it directly impacts printing costs, budget planning, and productivity. Understanding page yield helps businesses choose cartridges that balance cost-effectiveness, minimize downtime associated with cartridge changes, and promote environmental sustainability by reducing waste.
What does "Standard Yield Cartridge" mean?
A standard yield cartridge refers to an ink or toner cartridge with a moderate page yield, typically suitable for average printing volumes. Opting for standard yield cartridges can be cost-effective for businesses with lower printing volumes or those prioritizing affordability over maximum page yield, ensuring efficient budget allocation and minimizing waste from unused ink or toner.
What is a High-Yield Cartridge?
High-yield printer ink or toner cartridges are designed to provide a significantly higher page yield compared to standard yield cartridges, making them ideal for businesses with high printing volumes. Businesses should consider high-yield cartridges when seeking to maximize printing efficiency and minimize cartridge replacements, reducing downtime and overall printing costs. While high-yield cartridges may have a higher upfront cost, they offer greater cost savings and productivity benefits in the long run for businesses with extensive printing needs.
What is Page Yield? Page yield refers to the estimated number of pages a single ink or toner cartridge can print under standard conditions. For businesses, page yield matters because it directly impacts printing costs, budget planning, and productivity. Understanding page yield helps businesses choose cartridges that balance cost-effectiveness, minimize downtime associated with cartridge changes, and promote environmental sustainability by reducing waste. What does "Standard Yield Cartridge" mean? A standard yield cartridge refers to an ink or toner cartridge with a moderate page yield, typically suitable for average printing volumes. Opting for standard yield cartridges can be cost-effective for businesses with lower printing volumes or those prioritizing affordability over maximum page yield, ensuring efficient budget allocation and minimizing waste from unused ink or toner. What is a High-Yield Cartridge? High-yield printer ink or toner cartridges are designed to provide a significantly higher page yield compared to standard yield cartridges, making them ideal for businesses with high printing volumes. Businesses should consider high-yield cartridges when seeking to maximize printing efficiency and minimize cartridge replacements, reducing downtime and overall printing costs. While high-yield cartridges may have a higher upfront cost, they offer greater cost savings and productivity benefits in the long run for businesses with extensive printing needs.
Benefits of Buying Ink & Toner Cartridges in Multipacks
Cost-Efficiency: Multipacks often come with discounted prices compared to individual cartridges, leading to immediate savings for businesses, especially those with high printing demands or multiple printers. Streamlined Procurement: Multipacks provide a convenient way to purchase multiple cartridges in one go, reducing the administrative burden of frequent orders and ensuring that printing supplies are readily available when needed. Reliable Supply: By stocking up on multipacks, businesses can ensure they have a consistent and uninterrupted supply of ink or toner, minimizing the risk of running out of essential printing supplies during critical tasks. Bulk Purchasing Benefits: Purchasing multipacks enables businesses to take advantage of bulk purchasing benefits, including volume discounts and reduced shipping costs, maximizing cost savings and optimizing procurement processes. Consistent Performance: Multipacks contain cartridges specifically designed for compatibility with the business's printer models, ensuring consistent print quality and reliable performance without the hassle of compatibility issues.
Cost-Efficiency: Multipacks often come with discounted prices compared to individual cartridges, leading to immediate savings for businesses, especially those with high printing demands or multiple printers.
Streamlined Procurement: Multipacks provide a convenient way to purchase multiple cartridges in one go, reducing the administrative burden of frequent orders and ensuring that printing supplies are readily available when needed.
Reliable Supply: By stocking up on multipacks, businesses can ensure they have a consistent and uninterrupted supply of ink or toner, minimizing the risk of running out of essential printing supplies during critical tasks.
Bulk Purchasing Benefits: Purchasing multipacks enables businesses to take advantage of bulk purchasing benefits, including volume discounts and reduced shipping costs, maximizing cost savings and optimizing procurement processes.
Consistent Performance: Multipacks contain cartridges specifically designed for compatibility with the business's printer models, ensuring consistent print quality and reliable performance without the hassle of compatibility issues.