This buyer’s guide will explore the various types of printers, their features, and what to consider when selecting the best printer.
Whether you’re a small business owner, a professional working from home, or a large business that needs a reliable printer for personal use, knowing the key factors will help you choose.
Usage Type: Personal, Home Office, or Business
Understanding your printing needs is the most crucial step in choosing the right printer, as it directly impacts the type of printer and features you should prioritize. Let’s break down the key aspects that help define your printing needs:
- Personal Use: Inkjets or laser printers are affordable and can occasionally print documents, emails, and photos. A large paper capacity, high print speeds, or multifunctional capabilities may be optional.
- Home Office Use: If you work from home or run a small business, you’ll likely need more functionality. Home offices are more likely to print, scan and copy documents, and send faxes. Multifunction printers (MFPs) are often the best choice in this situation.
- Small to Medium Business Use: Print volume and multifunctionality become critical for a small business, especially with multiple users. You’ll need faster printing, larger paper capacities, and the ability to simultaneously handle multiple tasks like scanning, copying, and printing. Reliability, speed, and cost-efficiency (low per-page printing costs) will be essential.
- Large Enterprise Use: Large businesses may need industrial-grade printers that print thousands of pages monthly. Look for machines with high-duty cycles, advanced finishing options (like stapling or booklet making), and the ability to print in large formats (A3, banners). Centralized print management and secure printing features also become essential.
Inkjet Verus Laser Printers
The type of document you print, the volume of printing, the print quality, and the cost per page all impact the choice between an inkjet and a laser printer.
Inkjet Printers
Inkjet printers use liquid ink sprayed onto the paper.
Advantages:
- Superior Color and Photo Quality: Inkjet printers are excellent for high-resolution images, making them ideal for businesses that require vibrant color printing or photo-quality results.
- Lower Upfront Cost: Inkjet printers are cheaper upfront than laser printers.
- Versatility: Inkjets can print on various media, including glossy photo paper, labels, and even fabric.
Disadvantages:
- Higher Cost Per Page: Ink cartridges can be expensive and need to be replaced more frequently than toner cartridges used in laser printers. This makes inkjet printers less cost-effective for high-volume printing.
- Slower Print Speed: Inkjets are typically slower than laser printers, especially for large volumes of text documents.
- Frequent Maintenance: Ink can dry out or clog if the printer is unused regularly, leading to additional maintenance or wasted ink.
Best For:
Businesses that need high-quality color printing or occasional printing.
Creative industries, marketing departments, or businesses with low to moderate print volumes.
Laser Printers
Laser printers use a toner (powder) and a laser to produce prints.
Advantages:
- Faster Print Speed: Laser printers are much faster, making them ideal for high-volume printing environments.
- Lower Cost Per Page: Toner cartridges last much longer than ink cartridges, reducing the page cost for large print jobs.
- Sharp Text Quality: Laser printers print crisp, clear text, making them ideal for professional documents, reports, and business communication.
- Durability: Laser printers are generally more durable and better suited for long-term, heavy use.
Disadvantages:
Higher Upfront Cost: Laser printers usually have a higher initial purchase price, especially color laser printers.
Limited Media Options: Laser printers, such as glossy paper or specialty materials, are generally more limited in the media types they can print on.
Best For:
Businesses with high-volume printing needs (e.g., offices, legal firms, schools).
Companies prioritize fast, cost-effective document printing, especially for black-and-white output.
All-In-One (AIO) Printers Versus Single-Function Printers
Multifunction Printers, also known as All-in-One
These printers combine printing, scanning, copying, and sometimes faxing into one device.
Advantages:
- Cost Efficiency: Multiple functionalities are available in one machine, saving space and reducing the need for separate devices.
- Convenience: Ideal for businesses requiring multiple functions like scanning, copying, and printing.
- Space-saving: This is especially useful if you have limited office space.
Disadvantages:
- Higher Cost for Repairs: If one function breaks, the entire machine may need to be serviced, which could disrupt multiple tasks.
- Complexity: AIO printers are often more complex, which may require more training or support for staff.
- Not Always Best at Each Function: Some AIO models may not perform as well in each function as a dedicated device.
Single-Function Printers (SFP)
These are designed to do one thing—usually printing—exceptionally well.
Advantages:
- Higher Reliability: Single-function printers have fewer parts and are more straightforward to maintain.
- Better Print Quality and Speed: SFPs often outperform AIOs in print-specific tasks, especially for high-volume printing businesses.
- Easier Maintenance: Repair or replacement is easier since it’s focused on one function, and you avoid losing access to other tasks (like scanning or copying).
Disadvantages:
- Additional Devices: You may need separate scanners or copiers, which means more devices to manage.
- More Space Required: If your business needs scanning or copying, multiple devices will take up more office space.
Print Volume: How Much Do You Print?
Print volume is one of the most important factors when choosing a printer because it directly affects the device’s cost-efficiency, longevity, and overall functionality.
Printers have different print volume capacities, often measured in pages per month. Using a printer designed for low volumes in a high-demand environment can lead to premature wear and more frequent breakdowns.
- Low Volume (up to 4,000 pages per month)
- Medium Volume (up to 6,000 pages per month)
- High Volume (10,000+ pages per month)
Color vs. Monochrome (Black and White) Printing
Monochrome Printing: If your primary output is text-based documents, such as reports, contracts, or invoices, a monochrome laser printer is the best choice. They offer quick, cost-efficient printing and produce sharp black text.
Color Printing: If you print photos, marketing materials, presentations, or any graphics-heavy documents, a color inkjet or laser printer is essential. Inkjet printers generally offer better color accuracy for images and photos, while color laser printers are ideal for high-volume color document printing with sharp graphics and text.
Long-Term Considerations
- Total Cost of Ownership (TCO): Consider more than just the price of the printer itself—factor in long-term costs like ink, toner, paper, and maintenance.
- Duty Cycle: This indicates how many pages a printer can reliably handle monthly. Ensure the printer’s duty cycle matches your print volume.
- Warranty and Support: Check for warranties, especially for business printers. Some brands offer extended warranties or service agreements for peace of mind.
- Eco-friendliness: Reduce power consumption by using energy-efficient models (Energy Star certification) and features like automatic sleep modes.
Environmental Impact
Energy Efficiency: High-volume printers often have energy-saving features (like Energy Star certification) that reduce power consumption during large print jobs. Some even have eco-friendly modes that use less toner or print double-sided (duplex printing) to conserve paper.
Reducing Waste: Printers designed for higher volumes often have better resource management, such as the ability to use high-yield toner or ink cartridges, resulting in less frequent replacements and lower waste.
Toner and Ink Management
Inkjet vs. Laser for Volume: If your print volume is high, laser printers generally offer a lower cost per page than inkjet printers. Toner cartridges in laser printers last longer and print more pages than inkjet cartridges, making them ideal for high-volume printing.
Running Costs: By choosing a printer designed for your print volume, you’ll avoid frequent ink or toner replacement, which can become costly if you overuse a low-capacity printer. Business printers often come with high-yield toner cartridges to reduce the cost per page, while consumer-grade printers may require more frequent ink purchases.
BDS knows Printers. It’s what we do.
Choosing the right printer involves more than picking the most affordable or feature-rich model. You can find a printer that fits perfectly into your business by assessing your specific needs—whether it’s the type of documents you print, the volume, or the level of connectivity.
Our sales team can help your business choose the best printer for your workspace. BDS is one of the largest copier and printer providers in New England and Florida. Our service areas include Massachusetts, Connecticut, Rhode Island, New Hampshire, Maine, Vermont, New York, New Jersey, and Florida.
