Key Features to Consider When Choosing a Professional Printer

Previously, there was a major distinction between printers and photocopiers, but today, most office-grade printers are digital, all-in-one multifunction devices. They can scan, copy, print, fax, download, and send emails. Some advanced models can also store account codes, create double-sided copies, perform borderless printing, sort, staple, three-hole punch, and print transparencies. Others offer additional features designed to reduce costs and boost productivity, including wireless connectivity, image editing, energy-saving modes, and security features such as biometric authentication.

When choosing your future printer model, it is essential to examine the most critical functions and compare their key features.

Printing Speed and Volume

Printing speed is one of the most crucial features to consider when choosing a printer. This speed is often listed on technical specification sheets as “ppm,” meaning pages per minute. We recommend a minimum of 27 ppm for micro-businesses and approximately 52 ppm for small businesses with moderate printing needs.

Paper Capacity

Often listed in technical specifications as a “tray” or “cassette,” you will find the paper capacity for each printer, as well as the paper sizes the device can support. Ensure that the available capacity and sizes meet your specific requirements.

Sweep

Most office printers feature built-in scanners, but not all machines are equipped with an automatic document feeder or duplex scanning capabilities. Document feeders are essential if you plan to scan large volumes of paperwork. Similarly, a duplex function is critical for double-sided scanning. You should also check the printer’s scanner optical resolution if you intend to scan both images and Word documents. While 600 dpi is sufficient for basic document scanning, you will need at least 4800 dpi for high-quality graphics.

Chart

Production printers have very different graphic specifications compared to office printers. On production printers, a resolution of 2400 x 2400 dpi is standard, and color management is essential. If you are unsure of the level of graphic quality you require, please contact a professional printer supplier and discuss how you plan to use the printer. They should be able to recommend a model that meets both your requirements and your budget.

Ink and toner

It is advisable to consider the long-term cost of cartridges or toners over the printer’s operational lifespan. Before selecting a specific machine, ensure you understand the expected page yield for each cartridge or batch, as well as the cost of replacements. Additionally, evaluate the feasibility of using third-party ink refills.

Memoir

Most digital copiers feature an internal memory type that allows them to store a significant number of documents and scans. An internal drive functions similarly to any other computer hard drive. Depending on the machine’s size, RAM ranges from 256 MB to 1.5 GB, and storage capacity can vary from 1.5 GB to 1 TB.

Inkjet vs. Laser

Whether you should purchase an inkjet or a laser printer depends on your company’s specific needs. An inkjet printer is the most cost-effective option and is ideal for businesses with low print volumes or those that only print a few pages at a time. It is also the superior choice for those requiring color printing and high-quality imagery, such as media companies, marketing specialists, and real estate agencies. Businesses with limited workspace may also prefer an inkjet printer, as they are more compact and portable than laser printers. Conversely, if your high-volume print jobs consist primarily of black text with minimal graphics, a laser printer will provide better value. A laser printer offers the advantage of high-speed, high-volume printing; even entry-level laser printers can print up to 20 pages per minute, ensuring no time is wasted waiting for documents. You will also achieve decent output with crisp text and finer lines, though image quality will be lower than that of an inkjet printer.

Furthermore, although a laser printer generally comes with a higher upfront cost, it will save you money in the long run. You won’t need to purchase and replace toner as frequently as you would with ink cartridges.