How to choose · Office equipment
How to choose an office printer or multifunction copier
Last updated 25 October 2026 · 2 sources listed · Reading time about 3 minutes
Short answer
Base the choice on print volume pattern, paper types, colour need, scanning workflow, security features and the cost of consumables over the machine's life, not the purchase price. Compare laser and inkjet technology, managed print services, duty cycle, support response and supply availability. Total running cost and uptime usually matter more than the sticker price.
Who this is for: An office manager or owner buying or leasing printing equipment for a team and wanting predictable running costs and low downtime.
What to evaluate
Volume and duty cycle
A device used far above its rated load wears out quickly and jams more.
How to check: Estimate monthly pages in plain terms and compare with the manufacturer's recommended range.
Consumable cost per page
Cheap machines with expensive cartridges cost more over time.
How to check: Ask for the page yield and supply price for each consumable and compute cost per page.
Print technology
Laser suits steady text-heavy output, while inkjet can suit light colour use with lower upfront cost.
How to check: Match technology to your documents and check drying, smearing and speed in a test.
Scanning and workflow
Scan-to-email, folder and cloud features save time but vary widely.
How to check: Test scanning into your actual document system.
Security features
Printers store jobs and sit on networks, so they are an exposure point.
How to check: Look for secure release, encryption, access control and firmware updates.
Service and support
Downtime stops work and slow service erodes savings.
How to check: Ask for response commitments, who provides on-site repair and how parts are supplied.
Environmental and energy factors
Power use and recycling programs affect running cost and compliance goals.
How to check: Check energy certification and take-back schemes for cartridges.
Comparison
| Option | Good when | Watch out for |
|---|---|---|
| Desktop laser printer | Small team with steady text printing | Higher toner cost per page on low-end models |
| Inkjet office printer | Light colour printing and low volume | Cartridge cost and clogging if used infrequently |
| Multifunction copier on lease | Mid to large teams needing scan, copy and print | Lease terms, minimum volume charges and service contract scope |
| Managed print service | You want predictable cost and fleet management | Long contracts and per-page charges above allowances |
| Outsourced printing | Occasional large jobs | Turnaround and confidentiality |
Decision worksheet
Rate up to three options against this guide’s own criteria. It runs in your browser and saves only on this device. It is a thinking aid, not a recommendation.
1. Have you checked each criterion?
0 of 7 criteria checked.
2. Compare options (0 = fails or unknown, 3 = meets it well)
| Criterion | |||
|---|---|---|---|
| Volume and duty cycle | |||
| Consumable cost per page | |||
| Print technology | |||
| Scanning and workflow | |||
| Security features | |||
| Service and support | |||
| Environmental and energy factors | |||
| Total (max 21) | 0 | 0 | 0 |
Questions to ask before you commit
- What is the recommended monthly volume for this model?
- What does a full set of consumables cost and how many pages does each yield?
- What is included in the service agreement and what is excluded?
- How quickly will a technician attend and is a loan unit provided?
- What security features are supported and how are firmware updates delivered?
- Is the machine compatible with my operating systems and document workflows?
- What happens at the end of the lease or contract?
- How are used cartridges recycled?
Typical trade-offs
Buying outright
- Upside
- No ongoing lease, full control of service provider.
- Downside
- Upfront outlay and repair responsibility.
Leasing with service contract
- Upside
- Predictable cost and bundled maintenance.
- Downside
- Long commitments and clauses on volume and usage.
Single large device versus several small
- Upside
- A single device centralises management and lowers per-page cost.
- Downside
- One failure affects everyone and walking distance rises.
Common mistakes
- Choosing on purchase price and ignoring consumable costs.
- Buying a model too small for the real volume.
- Leaving default admin passwords and open network services in place.
- Not checking whether third-party consumables void warranty or service.
- Signing a lease without understanding return conditions.
Related questions
Is laser or inkjet better for an office?
Laser typically wins on speed, sharp text and cost per page for steady volume. Inkjet can be more economical for low volumes with occasional colour and often has smaller power use. Business inkjets have narrowed the gap and some handle high volume. Test your own documents, and calculate the supply cost per page, since the right answer is driven by usage pattern more than technology label.
What is a managed print service?
A provider supplies and monitors a fleet of devices, ships consumables, handles repairs and bills based on usage. It can reduce administration and stabilise cost. The downsides are lock-in and billing complexity, especially where minimum volumes or charges for scans apply. Review reports, the fleet design and the clause for adding or removing devices.
How do I reduce printer security risk?
Change default credentials, keep firmware updated, disable unused network services, restrict who can reach the device on the network, and use secure print release so documents are not left in trays. Wipe or encrypt storage when returning leased devices. Treat printers as network endpoints within your security policy.
How long should a business printer last?
Lifespan depends on build quality, duty cycle and maintenance, and is better judged by the manufacturer's rated load and service availability than by years. Machines used within their intended volume and serviced regularly last longer. Plan replacement when repair frequency or parts availability becomes a problem.
Are third-party cartridges worth it?
They can lower cost but quality and compatibility vary, and some manufacturers use firmware to block them or treat them as outside warranty. If you consider them, test a sample, check the supplier's reputation and read your service agreement, since some contracts require genuine supplies.
Sources and further reading
These pages were reachable when we last checked. They informed definitions and rules referred to above; they do not endorse this guide. Where rules differ by country, check the authority for your location.
- ENERGY STAR — US Environmental Protection Agency and Department of Energy, retrieved 27 October 2026
- National Cyber Security Centre — UK National Cyber Security Centre, retrieved 27 October 2026
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