Printer Buying Guide

Choosing the right printer for your office is a big decision. You want to make sure you're getting exactly what everyone needs.

Here are some considerations to help guide you.

Printing needs

• Print volume: How many pages does your office print per week or per month? This will help you decide whether you need a printer that's better for high volume printing or not.
• Types of documents: Are associates primarily printing text-only documents, charts and graphs, or full color images? Are they printing mostly 8 ½ x 11 (also known as A4 paper size) prints or larger sizes? This will help you decide whether you need a laser (better for text) or inkjet (better for images) printer, and if you need a black and white or color model.

Features

• Print speed: If your office prints in high volumes, a fast printer is important.
• Print quality: Decide if you're looking for print quality that's at industry standard or above, based on your office's printing needs.
• Connectivity: For many offices, having a printer that's wifi-enabled is a must.
• Paper handling: Think about the paper tray capacity and paper sizes the printer will need to accommodate.
• Double-sided (duplex) printing capability: Whether it's to save paper or so you don't have to break out the stapler, double-sided printing is a handy feature to have.

There are three main types of printers: Inkjet, laser, and all-in-one printers (also known as multifunction printers or MFPs).

Let's walk through the differences to help you choose the best type of printer for your needs.

Inkjet printers

Best for: Color printing; small offices

An inkjet printer works by spraying ink onto the paper. Inkjet printers deliver higher color and image quality, making them ideal for printing full-color graphics or photos. However, they print slower than laser printers.

Tank printers are another type of inkjet printer. This type of printer uses refillable ink tanks filled with ink from ink bottles instead of ink cartridges. You may find tank printers to be more convenient or more cost effective for your company along with more sustainable, but they do require a little more upkeep.

Laser printers

Best for: Text-only documents; high volume printing and larger offices

A laser printer works by using electrical charges and heat to adhere loose power to the paper. Laser prints deliver sharp, smudge-free text, making them perfect for text-only documents. If you're only printing the occasional chart or graphic, a laser printer can still work for your needs. However, they are more expensive than inkjet printers.

All-in-one printers

Best for: Offices that need to print, copy, and scan; small offices

An all-in-one printer can print, copy, and scan, and these printers are available in laser or inkjet models. An all-in-one printer helps you do more with less devices and save space in your office.

Once you've found the perfect printer for your office, it's time to stock your print station with helpful accessories.

First, let's run through all the parts of the printer, so you can check that everything's accounted for & in working order:

• Screen(s): This is likely your control panel for the printer. If it's a touch screen, make sure the touch functionality is working.
• Paper tray(s): Check that they're all set up correctly.
• USB port: Your printer may or may not have this part, depending on the type of connectivity it uses.
• Automatic document feeder (ADF): You'll find this on printers that including scan, copy, or fax capability for multiple sheets at a time. Instead of needing to feed the sheets one by one, you can simply place a whole stack and the ADF will do the rest.
• Scanner flatbed (for all-in-one printers): This is where you'll scan a single sheet at time, rather than multiple sheets at once.

Next, let's look at the printer accessories you might want to add to your setup:

• Printer stand or cabinet to keep everything organized
• Surge protector or power strip to protect the printer
• Wireless adapter, if wifi capability isn't built in to your printer
• Extra ink or toner cartridges
• Photo paper or specialty paper for special projects
• External paper trays to increase your paper capacity or hold different paper sizes