How to Reduce Ink or Toner Costs on an All-in-One Printer

Updated 6 November 2026 · Standard formula, shown below

This guide shows you practical ways to cut ink or toner expenses on your all-in-one printer without sacrificing print quality. You’ll learn settings, habits, and maintenance tricks that can extend cartridge life and reduce waste. No special tools are required—just a few minutes and access to your printer’s settings.

What You’ll Need

Access to your printer’s settings (via the printer’s control panel or its companion software on your computer)
Your printer’s user manual (or online support page) for model-specific options
Plain paper for testing draft mode
Optional: a refill kit or compatible cartridges if you choose to refill (follow manufacturer guidelines)

Step-by-Step

Set default print quality to “draft� or “economy�. Open your printer preferences (usually via Control Panel > Devices and Printers > right-click your printer > Printing Preferences on Windows, or System Settings > Printers & Scanners > Options on Mac). Look for a “Quality� or “Print Quality� dropdown and select “Draft� or “Economy.� This uses less ink/toner for everyday documents. Set it as the default so you don’t forget.
Use grayscale for text documents. In the same settings, choose “Black & White� or “Grayscale� for most printing. Color ink is expensive, so reserve color for when you truly need it. Many all-in-ones let you set this as the default as well.
Print on both sides (duplex) when possible. Enable duplex printing in the settings. This halves paper usage, and while it doesn’t directly save ink, it reduces overall printing costs and is better for the environment.
Preview before printing. Use the print preview feature to check for errors, extra blank pages, or unnecessary graphics. This prevents wasted prints and the ink/toner they consume.
Print only the pages you need. In the print dialog, specify a page range (e.g., “1-3�) instead of printing the whole document. This is especially useful for web pages or long PDFs.
Use the “toner saver� or “ink saving� mode. Many all-in-one printers have a dedicated eco mode. Look for “Toner Save,� “Eco Mode,� or “Ink Save� in the settings. This mode uses less toner/ink by applying a thinner layer, which is fine for drafts and internal documents.
Clean print heads only when necessary. If you see streaks or faded areas, run the printer’s cleaning cycle, but don’t do it routinely. Over-cleaning wastes ink. Use the “clean� option only when print quality noticeably drops.
Shake toner cartridges (if you use toner). For laser printers, when you get a “low toner� warning, remove the cartridge and gently shake it side to side. This redistributes remaining toner and can give you many more pages. Do this only if the cartridge isn’t damaged.
Use compatible or refilled cartridges (with caution). After your warranty expires, you can consider third-party cartridges or refill kits. They are often cheaper, but quality can vary. Read reviews and buy from reputable sellers. Some printers have chips that block third-party cartridges, so check compatibility first.
Adjust print density. In the advanced settings, look for “Density� or “Darkness.� Lowering it slightly (e.g., from 100% to 90%) reduces toner/ink usage without a visible difference for most text.
Print in “fast� mode for internal documents. If you’re printing something for your own reference, use the fastest mode available. It may look lighter, but it’s fine for drafts.
Reuse paper with a blank side. For drafts or test prints, use paper that has been printed on one side. This saves paper and indirectly reduces the cost per page.

Common Mistakes

Cleaning print heads too often. Each cleaning cycle uses a significant amount of ink. Only clean when print quality is visibly poor.
Ignoring the “low ink� warning. Many printers warn early, but you can often continue printing for a while. Don’t replace cartridges immediately; check if the print quality is still acceptable.
Using color for black-and-white documents. Even if you print a black-and-white document, some printers still use color ink for “true black� or to mix colors. Ensure you select “Black & White� or “Grayscale� explicitly.
Buying the cheapest cartridges without checking quality. Low-quality refills can leak, clog print heads, or produce poor results, costing you more in the long run.
Not updating printer drivers. Outdated drivers may not offer the latest eco settings or may default to high-quality modes.

Tips

Use a print management tool. Some printers come with software that tracks usage and can enforce eco settings across all users.
Consider a subscription service. If you print regularly, some manufacturers offer ink subscription plans that deliver cartridges when you’re low, often at a lower per-page cost. Check if your printer supports it.
Print in batches. If you have multiple documents to print, combine them into one print job to reduce the number of times the printer performs its startup cycle, which uses a little ink/toner.
Store cartridges properly. Keep spare cartridges in a cool, dry place, and keep them sealed until needed. Heat and humidity can dry out ink or degrade toner.
Use the “print as image� option for web pages. When printing web pages, use the browser’s “print as image� feature to avoid missing parts or extra blank pages.

Troubleshooting

If you try these steps and still see high costs, or if the printer doesn’t respond as expected:

Printer ignores draft mode? Check if the application you’re printing from has its own print settings that override the printer defaults. Look for the “Properties� or “Preferences� button in the print dialog and set it there.
Print quality is too poor in draft mode? For important documents, switch back to “Normal� quality temporarily. Draft mode is meant for internal use only.
Cartridge not recognized after refilling? Some printers have chips that need resetting. If you use a refill kit, follow the instructions carefully. If the issue persists, you may need to replace the chip or use a different cartridge.
Color ink runs out even when printing black-and-white? This is common on some models because they use color ink for head cleaning or to produce richer blacks. Check if your printer has a “black-only� mode or disable color printing in the settings. If not, consider using a monochrome printer for text.
Cleaning cycle doesn’t fix streaks? If streaks persist after cleaning, the print head may be clogged. Run the cleaning cycle again, but if it doesn’t work, you might need to manually clean the print head (refer to your manual) or replace the cartridge.
Page count doesn’t match cartridge yield? Cartridge yields are based on a standard 5% coverage. If you print dense graphics or photos, you’ll get fewer pages. Adjust your expectations and use draft mode for such jobs.

Frequently Asked Questions

Does draft mode really save ink?

Yes, draft mode uses significantly less ink or toner by applying a thinner layer. It’s ideal for text documents, saving up to 50% compared to normal mode.

Can I use third-party ink without damaging my printer?

Generally, yes, but quality varies. Poor-quality ink can clog print heads, but reputable third-party brands are usually safe. Check if your printer’s warranty covers third-party cartridges—many do, but some manufacturers may void it.

Why does my printer use color ink even when I print black-and-white?

Some printers use color ink to maintain print head health or to create a richer black. To avoid this, look for a “black-only� or “grayscale� option that disables color usage entirely.

How often should I clean the print heads?

Only when you notice print quality issues like streaks or faded areas. Over-cleaning wastes ink. If you print regularly, you may not need to clean for months.

Is it cheaper to refill cartridges or buy new ones?

Refilling is usually cheaper, but it’s messier and can be risky. If you’re comfortable with the process and use a quality kit, you can save money. Otherwise, buying compatible cartridges is a safer alternative.

Can I print without color ink if I only print black-and-white?

Some printers will not print at all if any cartridge is empty, even if you only print in black. This is a manufacturer restriction. Check your printer’s manual; some allow you to continue in black-only mode.

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