In recent years with the advancements in computing technology, printing technology also has gone through a lot of changes. Today printers are available in literally all sizes along with various capabilities and most flexible technologies. Today users have a wide array of choices, but before buying a machine for your office, there are lots of factors which you need to evaluate in order to buy a right one.

Printers come in multiple sizes, and they can be categorized according to their capabilities and performance. Here, the most significant factors are discussed which can be helpful while buying a printer for the office:

Close up multifunction printer with finger on ok button

Which printer suits you: a single-function printer or a multifunction printer (MFP)

A single-function printer can’t copy, fax and scan the documents, whereas a multi-function printing machine may do all this and you don’t need to buy a separate machine for each function. At a minimum, an MFP can perform printing, scanning, and works as a copier as well. For an office MFP is a better choice because it works as a standalone fax machine. On the other hand, single-function printers are optimized to perform one particular task hat your business may require.

You can compare the features and performance, laser printers are usually faster than comparably priced MFPs. Photo and graphic arts studios will certainly prefer a high-end photo printer, and may be a single-function scanner. The choice of machine entirely depends on the nature and the need of the business. Many of MFPs also offer e-mail feature, which is potentially more useful than faxing, and an automatic document feeder (ADF) so that you can fax, copy, scan, or e-mail multipage documents with minimal work. Along with all the integrated features, MFPs also include the advantage of cost and space savings.

Do you need a monochrome or multi-color documents?

If you never print letters and monochrome documents, then there is no point to spend extra money on colors. If you need color printing then also keep in mind that many color lasers can print at high-enough quality to let you print advertising handouts and trifold brochures. This option saves a lot of your money and time, even if you’re going to print only a few hundred copies of this sort of output at a time.

Do you need a wireless printer?

Most printers designed for the office and home include both USB and Ethernet ports, but a wireless device may be a convenient option because it doesn’t require a mesh of cables to create the connectivity. If you have a wireless access point on your network, you can connect and give print from your computer to any printer on that network, irrespective of the printer itself offers a wireless connection or not.

According to the level of output quality you are looking for?

Printers vary significantly in terms of output quality. The photos printing machines produce a high quality output, whereas text and graphic printers may not produce high resolution outputs. For office and home use, a laser printer is a nice option which can produce crisp, clean edges for text and line graphics. But buying a laser printer, consider the factor whether you need high-enough quality to print your own marketing materials or merely good enough for internal business use.

How frequently you need to print?

If there a need to print hardly two or three documents in a day, probably you don’t need a fast printer. Speed becomes important feature, if you print a lot of longer documents. Make sure that you’re judging speed by actual throughput. Although you can’t compare claimed speeds for inkjets and lasers printers, but as a rule, laser printers will be close to their claimed speeds for text documents because they don’t need much processing time. Inkjets are expensive and often claim high throughput, but don’t live up to the claims.

How much you need to print?

Evaluate the need how much you print, by how often you buy paper and what amount you spend on that. Then pick a printer which is designed to print at least that much what is your requirement. But unfortunately, it isn’t as simple as it could be. Contrary to the popular belief, maximum monthly duty cycle isn’t the maximum you should be printing, it’s the maximum you can print without causing any damage to your printer. Although some manufacturers state a recommended maximum in addition to a maximum duty cycle. , but if in case they don’t, you can follow the rule of thumb (rough rule), pick that machine whose maximum duty cycle is at least three times the number of pages you print per month. Plus consider input capacity, check the minimum and maximum paper size, make sure the printer has an automatic duplexer if you need to print on both sides, even occasionally, consider whether you can benefit from a finisher to handle stapling and hole punching jobs, etc.

Which is the comfortable size for you?

Size is an important factor, if you’re buying it for home or office because a desktop printer doesn’t mean it’s small enough that you’d like to be on your desk. Even a printer with a small footprint can be tall enough which may give you feel that it’s towering over you. So be sure to check out the size according to the office space or the place where you want to keep the machine.

How much it’ll cost?

Finally, check out the running cost and total cost of ownership. Most of the vendors will tell the cost per page so calculate the total cost of ownership by multiplying the cost per page by the number of pages you print per year, then, multiply that figure by the number of years you expect to own the printer, and add the initial cost of the printer in that total. Compare these totals for any printers you’re considering, and figure out that will you be able to save money in the long run by buying the more expensive printer.

Once you review all the factors and are armed with all the information about printing devices, you’re completely prepared to pick the best choice for your office.

Madison is an expert tech writer and work for Computer Repair Service provider company, who writes about technicalities involved with the system’s hardware, printer repair service as well as software. In this article she discussed about how to opt the best business printer to complete your daily work. Keep reading their articles for new tips and tricks.

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