"Ribbon Out," "Ribbon In," and "Media Out" Errors: A Complete Troubleshooting Guide for Zebra, Datacard, Datamax, HiTi, and Argox Printers

If your label or card printer stopped working all of a sudden and showed a message like "Print Ribbon Problem 109" or "RIBBON OUT," "RIBBON IN," or "MEDIA OUT," you're not the only one. These are some of the most common errors that thermal transfer printers show. 
The good news is that most of them can be fixed without calling for help in less than five minutes.

This guide goes cover all the main types of errors that happen with the printers that Beaver Computers mostly works with. These include the Zebra ZT200, ZT400, ZT500, and ZT600 series (ZT230, ZT231, ZT410, ZT411, ZT420, ZT421, ZT510, ZT610, ZT620), the Zebra ZM400/ZM600 and S4M/Z4M Plus industrial printers, the older Zebra 105SL and 110Xi4/170Xi4, desktop models like the Zebra ZD500/P330i/P430i and BMP71, and card/badge printers like the Datacard CD800 and SD360, Datamax, HiTi, and Toshiba B-SA4TM/B-SA4TP.

Why ribbon mistakes happen in the first place

Thermal transfer printers have an optical ribbon reader that checks to see if the ribbon is properly loaded, moving, and tracking. 

A "ribbon out" or "ribbon in" alert just means that the sensor didn't see what it thot it saw. This can happen for a number of reasons that have nothing to do with ribbon running out:

• It's true that the ribbon roll is empty or broken.
• It's possible that the ribbon is loaded backward, isn't tight enough, or isn't straight thru the ribbon path.
• There is label dust on the ribbon sensor, or it is dirty or not lined up right.
• Even tho the printer is in direct heat mode, it still thinks it needs ribbon.
• Something got stuck on the ribbon take-up spool or wrapped around it.
• The sensor can't get a good read because the ribbon and media sizes don't match.

"Ribbon Out" or "Alert Ribbon Out" (ZT410, ZT411, ZT420, ZT421, ZT510, ZT610, ZT620, ZM400, 110Xi4)

With the Zebra ZT410, ZT411 and older models like the ZM400 and 110Xi4, this is the most common error message we see. It also shows up on the ZT510 alert ribbon out, the ZT610 ribbon out, and the ZT620 ribbon out.

In order, the fastest fixes to try are:

Check the ribbon roll and open the printhead. It's usually enough to just replace something that's worn out or torn.
Put the ribbon back together. There will be a false "ribbon out" even if the ribbon is fully rolled up if it is placed loosely, at an angle, or not fully engaged on the supply and take-up spindles. Read the ribbon path diagram that is written inside the printhead cover and follow it.
Take over the extra work. Turn the ribbon take-up spool by hand until the ribbon is smooth and tight.
Check the sensor on the ribbon. If label glue or dust builds up on the ribbon sensor (near the ribbon supply spindle), it can show that the roll is empty even tho it is full. Use rubbing alcohol and a soft cloth that doesn't have lint to wipe it down.
Making sure the ribbon width matches the label width. Sensor data can be off if the ribbon is too narrow for the media.
Close the printer all the way and securely. The ZT400, ZT500, and ZT600 series printers need the printhead latch to click all the way closed before the printer will know the ribbon is in place.

If the alert goes away and then comes back right away after printing a few labels, the ribbon sensor may be worn or dirty.

The S4M, ZM400, Z4M Plus, and 110Xi4 all have "Warning Ribbon In" errors.

This issue is similar to "ribbon out," but only happens with older Zebra industrial printers. The S4M warning ribbon in, ZM400 warning ribbon in, Z4M Plus warning ribbon in, and 110Xi4 warning ribbon in alerts all mean the same thing: the printer is set up for direct thermal printing (no ribbon), but the ribbon sensor appears to show that ribbon is loaded in the printer.

How to make it right:

If you want to use straight thermal labels, take off the ribbon all the way and close the printhead.
You can change the print method from Direct Thermal to Thermal Transfer in the printer's media settings if you need ribbon (thermal transfer labels). Either the menu on the front panel or Zebra Setup Utilities/ZebraDesigner can be used to do this.
Check again to make sure you have the right label stock. Direct thermal labels have a special chemical layer and don't need ribbon at all. "Media Out" Errors (ZT410, ZT411)

Most of the time, Zebra ZT410 and ZT411 media out and media is out alerts are caused by one of these:

There are no more labels on the roll, or the backing paper has gone past the media sensor.
Labels aren't going thru the media guides properly.
The sensor on the media is dirty or not set up correctly.
When the label roll is put in, the back side is facing up.

After reloading the media according to the label path diagram, do a media calibration (on most ZT-series printers, hold down the FEED button for a few seconds or use the calibration option in the printer's menu). This will help the sensor learn the gap or black mark on your label stock again.

Calibration of the media and ribbon failed (ZT230).

It's likely that the ZT230 couldn't detect consistent gaps between labels or couldn't sense ribbon motion during the calibration routine if it gives you a message that says "media/ribbon calibration failed." Try this:

Before adjusting, load a new, full ribbon roll and a full label roll. This is because partial rolls with tape splices throw off the sensor.
The media and ribbon sensors need to be cleaned.
Setting the label length by hand in the printer's menu if automatic calibration keeps failing
From the printer's diagnostic menu (Settings > Print Diagnostics), you can reset the sensor setting.
Labels Stick to Ribbon / Ribbon Stick to Labels

When the ZM400, ZM600, and ZT410 printer ribbon sticks to labels, it's normally because of a problem with the printhead pressure or temperature, not a sensor error:

If the temperature or darkness setting is too high, the ribbon sticks to the label and won't come off easily. Gradually turn down the darkness setting.
If you put the wrong ribbon on the wrong label, or a wax ribbon on a plastic label, the release will not work well. Choose a ribbon chemistry that works with the material of your label (wax, wax-resin, or resin).
Printhead pressure uneven — change the toggles/pressure adjusters on either side of the printhead.
Print speed is too slow for the ribbon type; some plastic ribbons need a certain speed to work right.
Rewinder Not Working (ZT410)

To fix a broken ZT410 rewinder, make sure the following are true:

The rewinder is actually engaged/enabled in the printer's media handling settings
The rewind spindle has enough tension — labels feeding loosely can slip instead of winding
The take-up core is in the right place and can rotate freely without any problems.
Error Codes for Datacard, Datamax, HiTi, and Argox

When there is a mistake, card and ID badge printers use their own numbered system instead of plain-language alerts:

For Datacard CD800 and SD360, Print Ribbon Problem 109 is: A ribbon that is often out of place, torn, or not following the line. Put the ribbon cartridge back in place and make sure it clicks all the way in. Also, look for torn ribbon film near the take-up spool.
Print Ribbon Out or Missing 110: The printer can't find the ribbon cartridge at all; take it out, check the ribbon gears for damage, and put it back in tightly.
Problem with the Print Ribbon Type 118 or Print Ribbon Not Supported 119: The ribbon that was installed isn't recognized as genuine or compatible for that printer model. This usually means that the ribbon SKU is not OEM or doesn't match.
Datamax ribbon fault: Check the ribbon tension arms to make sure the ribbon is properly threaded over the printer and not under it. A slack or wrongly threaded ribbon is usually to blame.
If you get the HiTi 0202 or 0203 error message, it means that the ribbon doesn't match the printer's expected ribbon panel count or type. Make sure you're using the right HiTi-branded ribbon for your model.
Argox OS-214 Plus/X2000V ribbon out: Put the ribbon roll back in place and make sure the ribbon sensor arm can move freely. On Argox desktop printers, a stuck sensor arm is a common problem.
It's common for the AMT Accel-6350 ribbon error and the Ricoh 6300 ribbon fault to go away after the ribbon is reseated and the ribbon sensor line is cleaned.
General Troubleshooting Checklist for Quick Reference
Remove the printhead and check the ribbon roll for any tears, empty cores, or slack.
Put the ribbon back on by following the path shown inside the cover.
Alcohol and a cloth without lint should be used to clean the ribbon and media sensors.
Make sure the print mode (direct thermal vs. thermal transfer) matches the media that was loaded.
Do a calibration loop for the media and ribbon.
Make sure the printhead is fully closed.
To rule out a bad batch, try a ribbon roll that you know works.
When it's time to get a new part

The printer may still give you a ribbon or media error even after you've done all of the steps above. This is usually because the ribbon sensor is broken, the printhead is worn out, or the ribbon take-up/supply spindle doesn't grip the paper properly. These parts wear out quickly on high-use printers like the ZT410, ZT610, and S4M, but they're easy to change without having to send the whole unit in for service.

Beaver Computers stocks OEM and compatible ribbons, printheads, sensors, and replacement parts for Zebra, Datacard, Datamax, HiTi, and Argox printers, along with certified repair support if your printer needs a closer look. Get in touch with us, and we'll help you find the right part the first time.

Frequently Asked Questions

Why does my Zebra printer keep saying ribbon out even with a full roll?

Most of the time, it's a printhead that isn't fully latched, a ribbon sensor that is dirty or out of place, or ribbon threading that isn't tight. Clean the sensor and re-thread the ribbon before assuming the roll itself is bad.

What does "warning ribbon in" mean on my Zebra S4M or ZM400?

 It means that the printer is in direct heat mode but still sees that the ribbon is loaded. In the case of straight thermal labels, either take out the ribbon or change the print method to thermal transfer.

How do I fix Print Ribbon Problem 109 on a Datacard CD800?

 Fully reinstall the ribbon cartridge, look for torn ribbon near the take-up spool, and make sure you're using a ribbon SKU that works with that model.

Why does my Zebra ZT410 show that media is out when labels are loaded?

Either the media sensor needs to be cleaned or re-calibrated, or the labels aren't going thru the guides correctly. Do a media adjustment after you've loaded again.

Why does the ribbon stay on my labels after I print them?

This is often caused by a setting for too much darkness or heat or a ribbon type that doesn't work with the label material. Lower the setting for darkness and make sure that the ribbon chemistry works with it.

Need help figuring out what kind of printer you have? Get in touch with Beaver Computers. We have ribbons, sensors, printheads, and other replacement parts for all the models in this guide.