As with most things we purchase, those toner cartridges you keep on hand for your copier or printer have an expiration date. However, does this expiration date really matter? While toner lasts longer than the printing ink used in inkjet printers, a toner cartridge has a finite shelf life and should be used before it goes bad. Using toner after its expiration date has passed can have negative effects on your print jobs and the device the toner is used in.

How Will I Know If My Toner Is Expired?

The expiration date can usually be found on the side or back of the cartridge. The most visible effect you can experience from using expired toner is the poor quality of your printouts. Over time, the consistency of the fine toner powder within a cartridge can change, clumping and turning lumpy. In this state, it’s more difficult for the powder to be fused onto the paper, which will result in poor-quality prints. Compromising the quality of your prints can have a significant impact in a business setting. You certainly wouldn’t want to print documents that will be seen by clients or other professionals you partner with using expired toner.

Can I Still Use Expired Toner?

Using expired toner can lead to much bigger problems than print quality, although you won’t notice them nearly as easily. If you purchase a printer directly from the manufacturer or from a retail store, many have warranties for their devices that are voided if you use expired toner cartridges. If you’re using an expired cartridge and a technical issue arises that requires service, repair or even replacement of a device, your warranty could be voided if this is discovered. This would leave you high and dry, without a functioning printer or coverage to fix or replace it.

If you are not on a service/maintenance agreement with Doceo or any other vendor, you know that toner cartridges are extremely expensive, but using one in your device well after its expiration date is not worth the risk. Running out of toner when you’re up against a deadline can be a huge headache, however, there’s no need to keep bunch of extra toner cartridges that might expire in your supply cabinet. A great alternative to a cache of cartridges is using a Managed Print Services (MPS) partnership with Doceo. One of the many benefits of MPS is automatic supply replenishment, so you’ll never have to keep extra toner cartridges on hand or worry about running out of toner during an important print job.

How to Extend Toner Shelf Life

Understanding how to extend toner shelf life ensures consistent print quality over time. Multifunction printers and desktop printers in office environments need proper toner storage. Storing toner cartridges in a cool, dry, dark place is your best option. That way, you prevent moisture and heat from impacting the toner’s quality.

Larger devices like wide format printers and plotters have advanced needs. You may find them in architectural or advertising applications. Production print systems often do high-volume, professional-grade printing, and they also benefit from well-preserved toner. Shaking the toner regularly ensures it remains clump-free and preserves high-quality prints. Additionally, by controlling toner storage temperature, you ensure each print maintains sharpness and clarity.

Maintaining a clean toner and printer environment significantly prolongs the toner’s shelf life, ensuring reliable print processing.

What Is the Best Printer Type for Infrequent Use?

If your printer remains idle for long periods, an inkjet model may dry out and clog. Instead, consider a laser printer. Laser printers use toner instead of ink. That makes them ideal for environments where printing is less frequent, including small businesses or home offices. They also yield a lower cost of ownership, aligning them with strategic budget management.

The toner in these printers remains usable over more extended periods, curbing toner expiration. You’ll always be ready for that important print.

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