Office Small Printer Buying Guide 2021

copier lease miami small printerSmall Printer for 2021

Your choice of office small printer can affect your office productivity and your printing costs. This means that you have to choose wisely. This office small printer buying guide for 2021 will provide you with everything that you need to know about choosing the right printer for your office.

How much do you print?

This is an important question about duty cycle. Manufacturers rate their printers by pages per month—not to be confused with pages per minute (PPM) which measures the time it takes to print a page. To figure out your needs, check how much stock paper you order per month. Tally up your invoices, and remember to project for growth. Make sure your printer fits your workload. Don’t buy a printer that is rated for more pages than you need. A law office, for example, might print thousands of pages per month of black and white legal documents and contracts. A monochrome laser print fits well here. A real estate office that prints lots of color brochures to give to clients likely should check out fast ink printers like an HP Color MFP or a Lexmark CS820de.

How to calculate the most cost-efficient small printer?

Be careful when comparing any specifications about cost per page that printer manufacturers post. Here’s why: it’s not an apples-to-apples comparison. Some manufacturers may claim a lower color print cost than the others, but in that estimation might assume a lower percentage of color ink per page than estimations by another manufacturer.

How many people/workgroups will use the printer?

Nearly every office printer you buy today connects over a LAN, WLAN or W-Fi connection. Security features become important the more users you have. Check out the Xerox VersaLink C405/DN: all of the modern Xerox models follow modern printer security guidelines plus a few nice extras — electronic security keys, firmware verification, run-time intrusion detection, and white listing.

Laser printers

These printers use toner instead of ink. Moreover, they can print pages faster. Laser printers are designed for large volume work compared to their ink counterparts. A laser printer is typically a larger, heavier, expensive piece of equipment. However, modern laser printers have much lower prices now. Furthermore, they are lighter and more compact than ever. best laser printer for 2021

Inkjet printers

Inkjet printers have different cartridges for colors cyan, magenta, yellow, and black (key), or CMYK. This kind of ink printing deals with the process of putting ink on paper called drop on demand. This one happens when heat is applied to a cartridge to push out tiny amounts of ink. The technology is compact enough for mobile printers. These printers are either using piezoelectric or thermal drop on demand systems.

Other Considerations on Buying a Small Office Printer

Ink Cartridges

Don't be easily swayed by manufacturer ratings for pages per ink cartridges. It's not that basic of a comparison. They will have the tendency to assume that printers never power down (which absolutely doesn't make sense) and the ink heads are never cleaned. However, the reality is that you lose a significant amount of ink to power cycling and head cleaning. It ranges from 15 to 50 percent. This means that the less you print, the more ink you lose to cleaning and cycling.


Ink printers have ratings for dots per inch (DPI) that range from 600 to 6000 or more. Basically, the more dots an ink printer can put on paper, the sharper the image. If you are printing plain text documents with a chart or simple graphics, a 600 dpi is fine. However, if you want marketing material or images to really pop on your ads, consider printing at 1200 dpi or even higher. Moreover, printer DPI is not the only factor to consider when determining detail and crispness of an image. You have to make sure that you use the correct copy paper for the job. You can print high-DPI ink onto a standard letter paper but the result will be a wet print.

Ink and toner

Manufacturers usually ship printers with half-full cartridges of ink and toner unless the product page explicitly states otherwise. With that in mind, it’s a good idea to stock up on printer cartridges when you purchase the printer. When choosing your office printer, be sure to get one that is quick enough for your print volume and has the features you need. Businesses that only need monochrome print functionality should probably stick with faster monochrome laser printers. Whatever your price range and feature set requirements, you’re sure to find the right office printer that meets your needs.


Usually duplexing pays for itself long-term by saving paper costs. When users can easily print on both sides of the page, it encourages them to make a more paper-efficient choice. Of course the nature of your printing should be conducive to double-sided copies.

You can also consider a multifunction all-in-one printer for your office.

Multifunction printers are four pieces of equipment rolled into one. These support copying, faxing, scanning, and printing using one device. Some manufacturers call these all-in-one printers or 4-in-1 in some. This means that multifunction printers are the perfect choice for cost-efficiency and improving office workflow with multitasking.

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