In the office, you need a good printer to handle a variety of tasks.These all-in-ones will work as copiers, scanners, and fax machines
What are key features of copy machines and multifunction printers?
Before you choose a multifunction printer, it’s a good idea to compare the key features of various models to find the right one for your small business. Here are some features to consider when shopping:
- Print speed
Print speed is one of the most crucial specs to look at when you choose an MFP. Print speed is often listed on spec sheets as “ppm.” Look for a printer that’s fast enough to keep your workflow running smoothly. If you don’t print in high volumes, a lower speed will be fine for your business. We recommend a minimum of 25 to 30 ppm for microbusinesses and at least 45 to 50 ppm for small to midsize businesses (SMBs) with average printing needs.
- Paper capacity
You’ll find the paper capacity (often listed as “tray” or “cassette”) of a printer, as well as the sizes of paper it can print on, on the printer’s spec sheet. We recommend SMBs find an A3 or A4 copier, which are the most common types. A3 machines can use paper up to 11.7 x 16.5 inches, and A4 machines can handle up to 8.3 x 11.7 inches. The best choice depends on the types and sizes of paper you use the most.
- Scanning
Nearly all office printers have built-in scanners, but not every machine has an automatic document feeder or duplex scanning abilities. Document feeders are essential if you plan on scanning a large volume of documents. The duplex feature enables double-sided scanning. You may also want to check the optical resolution of the machine’s scanner if you intend to scan images. For basic document scanning, 600 pixels is good enough, but for graphics, you’ll want at least 4800 pixels.
- Graphics
Production printers and office printers have very different graphics specs. On production printers, a resolution of 2400 x 2400 dpi is standard, and color management is essential. Office printers that are used primarily for text documents have much lower resolutions. If you’re not sure what level of graphics you need, reach out to a representative from the copier brand you’re considering, and discuss what you’ll be using the printer for; they should be able to recommend a model that suits your needs and budget.
- Memory
Most MFPs and digital copiers have some type of internal memory that allows them to retain substantial numbers of documents and scans. An internal drive is similar to any other computer hard drive. Spec sheets may note RAM, HDDs, SSDs or standard memory storage for each model. Depending on the size of the machine, the RAM can range from 256MB to 2GB, and the storage space can be 1GB to 1TB. We recommend a higher memory capacity if your business processes a high volume of images or printing jobs. The more memory it has, the faster the machine can process jobs.
- Wireless printing
Unless you have unique business needs, your multi-function printer should have wireless printing capability. Pretty much all printer models can be connected wireless, giving employees the ability to print, scan or copy from any internet-connected device.
