Deeper Dive: Our Top Tested Picks
EDITORS’ NOTE
November 8, 2025: With this update, we added the HP Color LaserJet Pro 4201dw as the Best Small-Office Laser AIO Printer and the HP Color LaserJet Pro 4201dw as the Best Workgroup Color Laser Printer. We removed the discontinued Canon Color imageClass LBP674Cdw and Canon Maxify GX502. Our remaining picks have been vetted for currency and availability. Since the last update, we have tested and evaluated two new printers for inclusion in this roundup and our other printer roundups.
Pros & Cons
Very low running costs
Terrific print quality
Auto-duplexing ADF
PrecisionCore 4S printhead
Excellent mobile connectivity options
Two-year warranty with registration
High initial purchase price
Why We Picked It
The Epson EcoTank Pro ET-5850 is an all-in-one printer designed to churn out 3,000 to 4,000 pages per month in today’s busy small and midsize offices and workgroups. Its high input capacity, relatively high volume ratings, excellent print quality, low running costs, and strong lineup of productivity and convenience features make it a shoo-in as our current favorite midrange color AIO printer. The ET-5850 delivers a balanced tradeoff between running costs and features, allowing you to print and copy thousands of color pages each month without breaking your organization’s monthly budget.
Who It’s For
Most offices: The ET-5850 prints well and inexpensively, offering generous input capacity as well as lofty volume ratings, making it a good fit for busy offices.
Cost-conscious businesses: With low running costs, this Epson business printer offers incomparable value for small businesses and workgroups that print a lot.
Specs & Configurations
Type
All-in-one
Color or Monochrome
Color
Printing Technology
Inkjet
Connection Type
Wireless, Ethernet, USB, Bluetooth
Maximum Standard Paper Size
Legal
Number of Ink Colors
4
Number of Ink Cartridges/Tanks
4
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
25 ppm
Rated Speed at Default Settings (Mono)
25 ppm
Monthly Duty Cycle (Recommended)
3,300
Monthly Duty Cycle (Maximum)
66,000 pages per month
Printer Input Capacity
550
Cost Per Page (Monochrome)
2 cents
Cost Per Page (Color)
2 cents
Automatic Document Feeder
Scanner Type
Flatbed with ADF (Standard or Optional)
Maximum Scan Area
Legal
Scanner Optical Resolution
1,200 by 2,400 pixels per inch
Standalone Copier and Fax
Fax, Copier
Learn More
Epson EcoTank Pro ET-5850 Review
(Credit: Brother)
(Credit: Brother)
Pros & Cons
Fast
Prints and scans on up to tabloid-size paper
Single-pass duplex scanning
Three paper trays
Supports printing and scanning from mobile devices
Can’t print on or scan supertabloid-size paper
Why We Picked It
The tabloid-size Brother MFC-J6955DW all-in-one printer is speedy and can scan both sides of a page at once, making it a compelling choice for small offices and workgroups. The MFC-J6955DW also offers good-enough output quality for most business needs. Graphics on plain paper delivered vibrant color and smoothly shaded gradients in our tests, and the MFC-J6955DW scores well on running cost too, at 1 cent per page for a standard letter-size monochrome black page and 4.9 cents for a color page.
Who It’s For
Businesses that print in tabloid: The MFC-J6955DW is the obvious choice for businesses that need to print and scan tabloid-size pages.
Businesses that send faxes: This Editors’ Choice-winning inkjet AIO can fax (as well as print, scan, and copy), making it an excellent option for those who still rely on this communication method.
Specs & Configurations
Type
All-in-one
Color or Monochrome
Color
Connection Type
USB, Wi-Fi, Wi-Fi Direct, NFC, Ethernet
Maximum Standard Paper Size
Tabloid
Number of Ink Colors
4
Number of Ink Cartridges/Tanks
4
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
30 ppm
Rated Speed at Default Settings (Mono)
30 ppm
Monthly Duty Cycle (Recommended)
Not rated
Monthly Duty Cycle (Maximum)
40,000 pages per month
Printer Input Capacity
250+250+100
Cost Per Page (Monochrome)
1 cent
Cost Per Page (Color)
4.9 cents
Automatic Document Feeder
Scanner Type
Flatbed with ADF; both Tabloid size
Maximum Scan Area
11″ x 17″
Scanner Optical Resolution
1200×1200 pixels per inch
Standalone Copier and Fax
Copier, Fax
Learn More
Brother MFC-J6955DW Review
(Credit: M. David Stone)
(Credit: M. David Stone)
Pros & Cons
Prints, scans, copies, and faxes
250-sheet paper tray; single-sheet manual feed
50-sheet automatic document feeder
Automatic duplex printing; single-pass duplexing for scanning
Compact size suitable for small offices or personal printing
Separate imaging unit requires costly replacement
No option for additional paper trays
Why We Picked It
The Brother MFC-L2900DW XL mono laser all-in-one printer delivers every feature a small office needs, including the convenience of single-pass duplexing for copying, scanning, and faxing. Its street pricing is higher than that of some older models with similar scan capability. However, the MFC-L2900DW comes in a smaller size, making it a better fit if flat space is at a premium.
Who It’s For
Space-strapped offices: The MFC-L2900DW is relatively compact for its features, making it a good choice for installation in tight office spaces.
Home offices and businesses with moderate printing needs: This printer offers paper handling that’s suitable for moderate-duty printing in a small or home office, thanks to the 250-sheet drawer and single-sheet bypass tray. Both can handle up to legal-size paper, including for auto duplexing. Brother’s recommended monthly maximum is up to 2,500 pages.
Businesses that require high-quality text printing: Our tests show that the text quality for the MFC-L2900DW is more than suitable for most offices.
Specs & Configurations
Type
All-in-one
Color or Monochrome
Monochrome
Printing Technology
Laser
Connection Type
Ethernet, USB, Wi-Fi, Wi-Fi Direct
Maximum Standard Paper Size
Legal
Number of Ink Colors
1
Number of Ink Cartridges/Tanks
1
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
NA
Rated Speed at Default Settings (Mono)
36 ppm
Monthly Duty Cycle (Recommended)
2,500
Monthly Duty Cycle (Maximum)
35,000 pages per month
Printer Input Capacity
250 + 1
Cost Per Page (Monochrome)
2.5 cents
Cost Per Page (Color)
NA
Automatic Document Feeder
Scanner Type
Flatbed with 50-sheet DADF
Maximum Scan Area
Legal
Scanner Optical Resolution
1,200 by 1,200 pixels per inch
Standalone Copier and Fax
Copier, Fax
Learn More
Brother MFC-L2900DW XL Review
(Credit: M. David Stone)
(Credit: M. David Stone)
Pros & Cons
Supports printing, scanning, and copying
Low running cost
Automatic duplex (two-sided) printing and scanning
Robust mobile printing and scanning features
Duplex scanning uses a reversing ADF rather than a single-pass ADF
Only one paper input tray
Why We Picked It
The Epson EcoTank ET-3950 stands out for its fast simplex (one-sided) printing and its automatic duplex scanning, making it the all-in-one inkjet printer to beat for home offices. This and other bulk-ink models’ highest appeal is their exceptionally low running costs—about 0.3 cent for monochrome pages and 1.1 cents per color print. Prints look good, too: Text is well-shaped and highly legible, good enough for any business use except those requiring tiny fonts. For graphics on plain paper, the default settings deliver visually appealing, reasonably saturated color with smooth fills and gradients.
Who It’s For
Remote workers: The ET-3950 is a terrific value for people who work from home and have moderate print and copy needs and will appreciate an ADF that auto-duplexes.
Anyone who prints often: This Epson printer’s paper handling is well-suited for moderate or heavy-duty use by micro and home office standards, as long as you don’t need to switch between different types or sizes of paper very often.
Specs & Configurations
Type
All-in-one
Color or Monochrome
Color
Printing Technology
Inkjet
Connection Type
Ethernet, Wi-Fi, USB, Wi-Fi Direct
Maximum Standard Paper Size
Legal
Number of Ink Colors
4
Number of Ink Cartridges/Tanks
4
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
9 ppm
Rated Speed at Default Settings (Mono)
18 ppm
Monthly Duty Cycle (Recommended)
1,600 pages
Monthly Duty Cycle (Maximum)
10,000 pages
Printer Input Capacity
250 pages
Cost Per Page (Monochrome)
0.29 cent
Cost Per Page (Color)
1.1 cents
Automatic Document Feeder
Scanner Type
Flatbed with 30-page RADF
Maximum Scan Area
Legal
Scanner Optical Resolution
1,200 by 1,200 pixels per inch
Standalone Copier and Fax
Copier
Learn More
Epson EcoTank ET-3950 Review
Pros & Cons
Two years of unlimited ink
Excellent print quality
Very low running costs
Auto-duplexing ADF
Thousands of pages worth of ink in the box
Two-year warranty with registration
Excellent mobile connectivity options
High initial purchase price
Why We Picked It
Epson’s EcoTank Pro ET-16650 is a feature-rich wide-format all-in-one printer capable of printing pages up to supertabloid size (13 by 19 inches), as well as scanning and copying standard tabloid size (11 by 17 inches). As one of the company’s bulk-ink EcoTank AIOs, it also prints color pages at an exceptionally low cost per page. This makes it our top recommendation for a medium-volume wide-format AIO for small offices and workgroups.
Who It’s For
Small businesses: Small businesses with robust printing, copying, and other document processing needs (and the occasional need to print and digitize huge sheets) will find little to dislike about the EcoTank Pro ET-16650.
Businesses that need borderless printing: The ET-16650 supports borderless (known in the document design world as “bleeds”) photos and documents up to tabloid size, allowing you to use your printer for creating quality, professional-looking marketing material.
Specs & Configurations
Type
All-in-one
Color or Monochrome
1-pass color
Printing Technology
Inkjet
Connection Type
Wireless, Ethernet, USB, Bluetooth
Maximum Standard Paper Size
Supertabloid
Number of Ink Colors
4
Number of Ink Cartridges/Tanks
4
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
25 ppm
Rated Speed at Default Settings (Mono)
25 ppm
Monthly Duty Cycle (Recommended)
3,300
Monthly Duty Cycle (Maximum)
66,000 pages per month
Printer Input Capacity
550
Cost Per Page (Monochrome)
2 cents
Cost Per Page (Color)
2 cents
Automatic Document Feeder
Scanner Type
Flatbed with ADF (Standard or Optional)
Maximum Scan Area
Tabloid
Scanner Optical Resolution
1,200 by 2,400 pixels per inch
Standalone Copier and Fax
Copier, Fax
Learn More
Epson EcoTank Pro ET-16650 Review
(Credit: David English)
(Credit: David English)
Pros & Cons
Fast print speeds
Superb print quality
Broad range of connection options
Small footprint
Expandable paper handling
High per-page costs for color
Small, non-touch LCD control panel
Why We Picked It
HP’s Color LaserJet Pro 4201dw is a fast color laser printer with top-notch print quality that’s well-equipped for moderately heavy workloads. With its ample paper capacity, 4,000-page monthly volume rating, and optional paper-input tray, this model is an excellent workhorse for busy offices. While it’s a great color laser printer, its color toner costs are on the high side end.
Who It’s For
Workspaces with occasional color printing needs: If you print mostly in monochrome, this HP printer’s relatively high color print costs will be less of an issue. Assuming that you’re willing to pay more up front for the 4201dw’s high-yield replacement cartridges, you can expect to pay around 2.5 cents for a typical monochrome page and around 15.2 cents for a typical color page. That’s quite competitive for monochrome but somewhat high for color output.
Businesses that sometimes print photos: The 4201dw from this printer produces some of the best photographic prints that we’ve seen from a color laser printer, making it a great fit for businesses that sometimes need to print photos. Skin tones look natural, which isn’t always the case with color laser printers. As with any laser printer, you can’t print borderless photo pages as you can with an inkjet, but the 4201dw’s photo quality should be more than adequate for casual business documents such as newsletters, brochures, and real estate flyers.
Specs & Configurations
Type
Printer Only
Color or Monochrome
Color
Printing Technology
Laser
Connection Type
Ethernet, Wi-Fi, USB, Wi-Fi Direct
Maximum Standard Paper Size
Legal
Number of Ink Colors
4
Number of Ink Cartridges/Tanks
4
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
35 ppm
Rated Speed at Default Settings (Mono)
35 ppm
Monthly Duty Cycle (Recommended)
4,000 pages per month
Monthly Duty Cycle (Maximum)
50,000 pages per month
Printer Input Capacity
250 + 50
Cost Per Page (Monochrome)
2.5 cents
Cost Per Page (Color)
15.2 cents
Automatic Document Feeder
Scanner Optical Resolution
Standalone Copier and Fax
Learn More
HP Color LaserJet Pro 4201dw Review
(Credit: Brother)
(Credit: Brother)
Pros & Cons
Prints, scans, copies, and faxes
Relatively fast
Competitive toner costs
Excellent print, copy, and scan quality
50-page single-pass auto-duplexing ADF
Wide range of wireless connection options, including NFC
Modest 30-sheet multipurpose tray
Why We Picked It
The Brother MFC-L3780CDW offers excellent output quality with relatively low print costs, making it our top recommendation for a color laser all-in-one printer for small offices or workgroups. Brother rates the L3780CDW’s print speed at 31 pages per minute, which is relatively fast for an entry-level color laser-class AIO, and it lived up to its rating in our testing. When using Brother’s super-high-yield cartridges, print costs are quite reasonable: about 12.3 cents per color page and 2.3 cents per black-and-white page. And while the $499.99 price is on the high side for an entry-level color laser-class AIO, it’s not unexpected these days for a capable and well-equipped model.
Who It’s For
Small businesses that require color printing: The MFC-L3780CDW is an obvious choice for small businesses, home offices, and workgroups that need to print in color without breaking the bank.
Cost-conscious offices: This Brother printer is an affordable option for offices, as long as you buy the super high-yield toner cartridges.
Businesses with repetitive printing needs: This printer is a top choice for businesses that have monotonous printing requirements, since you can set up as many as 48 shortcuts in up to eight separate tabs for frequently used settings related to copying, scanning, faxing, emailing, or storing/retrieving documents. With a bit of planning, you could use the tab structure to organize your shortcuts by type of document, function, or destination.
Specs & Configurations
Type
All-in-one
Color or Monochrome
Color
Printing Technology
LED (Laser Class)
Connection Type
Wi-Fi, Ethernet, USB, Bluetooth, Wi-Fi Direct
Maximum Standard Paper Size
Legal
Number of Ink Colors
4
Number of Ink Cartridges/Tanks
4
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
31 ppm
Rated Speed at Default Settings (Mono)
31 ppm
Monthly Duty Cycle (Recommended)
4,000
Monthly Duty Cycle (Maximum)
50,000 pages per month
Printer Input Capacity
250
Cost Per Page (Monochrome)
2.3 cents
Cost Per Page (Color)
12.3 cents
Automatic Document Feeder
Scanner Type
Flatbed with ADF
Maximum Scan Area
Legal
Scanner Optical Resolution
1,200 by 1,200 pixels per inch
Standalone Copier and Fax
Copier, Fax
Learn More
Brother MFC-L3780CDW Review
(Credit: Brother)
(Credit: Brother)
Pros & Cons
Lightning-fast 50ppm rating for both printing and copying
High 1,200-by-1,200dpi maximum resolution
Roomy legal-size flatbed
Single-pass duplexing ADF
5-inch color touch screen control panel
Toner cost is just 1.1 cents per page
Slower two-sided printing speed
Why We Picked It
The four-function Brother MFC-L5915DW all-in-one printer delivers fast laser printing and copying, a higher maximum paper capacity than most competition, and a low cost per page, making it an excellent choice for a large office or workgroup. Brother offers a choice of four cartridge capacities with costs per page as low as 1.1 cents for the one with the highest yield (18,000 pages). Another important feature for a printer that’s most likely to be shared in an office or workgroup is secure printing, which lets you send a file to the printer while telling the printer not to print it until you enter a PIN at the front panel.
Who It’s For
Large offices: Ideal for large offices and workgroups with heavy-duty print needs, this printer offers a winning combination of low running costs and high capacity.
Offices with diverse paper size needs: The Brother MFC-L5915DW is a great choice for workplaces that need to print across a wide range of paper sizes. Paper handling for printing is better than typical for the price. The base unit includes a 350-sheet capacity, using a 250-sheet drawer and a 100-sheet multi-purpose tray, plus automatic duplexing. If you need higher capacity, you can add up to two additional 520-sheet drawers ($203.99 each) for a total 1,390-sheet capacity, up to two 250-sheet drawers ($176.49 each) for a total 850-sheet capacity, or one of each, for a total of 1,120 sheets.
Workers who print sensitive documents: The PIN entry feature on this printer makes it an excellent option for secure printing in busy offices that want to avoid prying eyes.
Specs & Configurations
Type
All-in-one
Color or Monochrome
Monochrome
Printing Technology
Laser
Connection Type
Ethernet, Wi-Fi, USB, Wi-Fi Direct
Maximum Standard Paper Size
Legal
Number of Ink Colors
1
Number of Ink Cartridges/Tanks
1
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
N/A
Rated Speed at Default Settings (Mono)
50 ppm
Monthly Duty Cycle (Recommended)
8,000
Monthly Duty Cycle (Maximum)
125,000
Printer Input Capacity
250+100 expandable to 1390
Cost Per Page (Monochrome)
1.1 cents
Cost Per Page (Color)
N/A
Automatic Document Feeder
Scanner Type
Legal size flatbed with DADF
Maximum Scan Area
Legal
Scanner Optical Resolution
1200×1200 pixels per inch
Standalone Copier and Fax
Copier, Fax
Learn More
Brother MFC-L5915DW Review
(Credit: Brother)
(Credit: Brother)
Pros & Cons
Smaller and lighter than mobile inkjets
Surprisingly good output quality
Prints via USB, Wi-Fi, Wi-Fi Direct, and Bluetooth
Thermal paper eliminates any need for ink
Pricey
Monochrome printing only
Why We Picked It
The top-notch PocketJet PJ883 delivers good speed and output quality for a mobile thermal printer, plus offers lots of connection choices, an optional battery, and support for both PCs and mobile devices. Brother has eight PocketJet 8 models, but they’re all variations of just two printers: a 200dpi version and a 300dpi version. At $630, the PJ883 is the second-most-expensive of the five 300dpi models, but it’s also the most versatile, offering USB, Bluetooth, Wi-Fi, and Wi-Fi Direct connections. Output quality is excellent, and Brother serves up plenty of software options for Windows, Macs, and mobile devices.
Who It’s For
Business travelers: The Brother PJ883 is an ideal fit for frequent business travelers who need a mobile printer. You’ll get maximum portability combined with a variety of connection options.
Off-grid printing: If you need to print off-grid, this Brother printer is a top choice since you can equip it with an optional battery.
Delivery drivers: This PocketJet printer is a great option for delivery drivers, police officers, and other transport workers who need to print receipts, tickets, or more from their vehicle.
Contractors: This printer is also a good choice for contractors who need to print on the move, whether it’s on the road, at a worksite, in a client’s home, or in the office.
Specs & Configurations
Type
Printer Only
Color or Monochrome
Monochrome
Printing Technology
Thermal
Connection Type
USB-C, Bluetooth, Wi-Fi, Wi-Fi Direct, NFC
Maximum Standard Paper Size
Legal
Number of Ink Colors
1
Number of Ink Cartridges/Tanks
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
N/A
Rated Speed at Default Settings (Mono)
13.5ppm
Monthly Duty Cycle (Recommended)
Not rated
Monthly Duty Cycle (Maximum)
Not rated
Printer Input Capacity
1
Cost Per Page (Monochrome)
6 to 9 cents per page
Cost Per Page (Color)
N/A
Automatic Document Feeder
Scanner Type
N/A
Maximum Scan Area
N/A
Scanner Optical Resolution
N/A
Standalone Copier and Fax
N/A
Learn More
Brother PocketJet PJ883 Review
(Credit: Rollo)
(Credit: Rollo)
Pros & Cons
Wi-Fi connection for printing from PC, phone, or tablet
Uses non-proprietary labels and loads easily, with no waste
Quickly prints labels from 1.57 to 4.1 inches wide
Option to use Rollo Ship Manager to generate labels with shipping discounts
Doesn’t come with an app for designing or printing labels
Ship Manager currently discounts only USPS and UPS (no FedEx yet)
Why We Picked It
The $279.99 Rollo Wireless Printer X1040 is one of many label printers for small businesses and individuals seeking to print 4-by-6-inch shipping labels, but it stands out from the crowd by using Wi-Fi as its preferred connection. It’s also designed to work with the cloud-based Rollo Ship Manager, which can connect to multiple online platforms to handle and keep track of all your shipping in one place. Even better, Ship Manager offers discounts on shipping rates that most small firms would find it hard to negotiate themselves for their own volumes of mailings.
Who It’s For
Small businesses that ship products: Its winning combination of features makes the Rollo Wireless an obvious choice for small businesses that print a large number of shipping labels.
Cost-conscious online merchants: This Rollo model is an excellent printer for merchants looking for discounts—according to Rollo, customers can save up to 90% at USPS and 75% at UPS.
Wireless offices: Offices that prefer Wi-Fi to a USB or Ethernet connection will enjoy how easy it is to connect to the Rollo X1040, even if you don’t print many shipping labels.
Specs & Configurations
Type
Printer Only
Color or Monochrome
Monochrome
Printing Technology
Thermal (Paper Labels)
Connection Type
Wi-Fi, USB
Maximum Standard Paper Size
4.1″ wide
Number of Ink Colors
1
Number of Ink Cartridges/Tanks
Direct Printing From Media Cards
Direct Printing From USB Thumb Drives
Rated Speed at Default Settings (Color)
N/A
Rated Speed at Default Settings (Mono)
5.9 inches per second
Monthly Duty Cycle (Recommended)
N/A
Monthly Duty Cycle (Maximum)
N/A
Printer Input Capacity
Folded stack or, if using optional roll holder, 6-inch diameter roll
Cost Per Page (Monochrome)
3 cents
Cost Per Page (Color)
NA
Automatic Document Feeder
Scanner Type
N/A
Maximum Scan Area
N/A
Scanner Optical Resolution
N/A
Standalone Copier and Fax
N/A
Learn More
Rollo Wireless Printer X1040 Review
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The Best Business Printers for 2025
Compare Specs
Buying Guide: The Best Business Printers for 2025
Should I Get a Monochrome Printer or a Color Printer?
Color pages are often more attractive than their black-and-white counterparts, and they give you many ways to emphasize information. On the other hand, certain types of documents don’t benefit from color, and using it in these scenarios is little more than an unnecessary expense.
For instance, many front-counter scenarios don’t call for color. They require sharp, easy-to-read black text—and since the customer or patient is often waiting, they usually need it fast. Monochrome documents are also usually more efficient (or at least less expensive) for in-house memos and reports.
When used properly, though, color makes an impact. It conveys your message clearly and dynamically, helping you put your best foot forward when you’re trying to impress potential clients. It’s essential for producing your own brochures, flyers, and other marketing materials.
Depending on your content and your printer, a color page can easily cost you three to five times as much as a monochrome one. Fortunately, running costs have generally declined over the years, putting high-quality color within the reach of most companies.
Should I Get a Single-Function Printer or an All-in-One?
An AIO printer can copy, scan, and (in some cases) fax documents. Most AIOs pair the printer with a flatbed scanner that can scan objects such as book pages and loose documents.
Sometimes the ability to copy and scan is actually counterproductive. You wouldn’t, for example, want your busy front-desk printer occupied—while your customers are waiting—by someone making copies. That said, most offices do at least a bit of document copying and scanning.
If you decide to get an AIO, first look for one with an automatic document feeder (ADF) for handling multipage documents without user intervention. Without one, you’ll need to place pages on the scanner bed one at a time. With an ADF, you simply place a stack of pages in the feeder and let ‘er rip.
(Credit: M. David Stone)
ADFs can be either manual-duplexing or auto-duplexing. With the former, when the machine finishes scanning the first sides of the stack of pages, you need to flip the stack manually and place it back in the ADF to scan the other sides. Auto-duplexing does this for you, either by flipping the page (reverse duplexing) or by using dual sensors to scan both sides at once (single-pass duplexing). Single-pass is faster and presents fewer potential points of failure, making it a more desirable technology, but my experience testing many ADFs indicates both methods work well and get the job done.
Should I Get an Inkjet Printer, or a Laser Printer?
Traditional wisdom is that laser printers are faster, more reliable, and less expensive to use, and that they have better output than their inkjet counterparts. But depending on what and how much you print, inkjet machines are often superior.
Granted, laser technology—which applies toner to an entire page in one fell swoop—is inherently faster than the way most inkjets apply ink to paper, with a relatively small printhead moving back and forth, laying down line after line. Medium- to high-volume inkjets typically top out at about 25 pages per minute (ppm), while comparable laser machines are often 10ppm to 15ppm faster. Higher-end, high-volume laser printers achieve print speeds of 50ppm or more (as do HP’s PageWide laser-alternative inkjet printers, whose fixed printhead arrays don’t travel back and forth across the page). But 25ppm is plenty fast enough for most business environments.
Aside from raw speed, are laser printers more reliable? Years ago, some inkjet printers were more prone to paper jams, clogged nozzles, and inferior output. But those days are over.
As to whether inkjet printers are more expensive to use than lasers, while you can certainly find exceptions, that hasn’t been the case for some time now. Indeed, bulk-ink inkjets, most of which use large refill bottles or bags instead of small cartridges of ink, can be far less costly to use than their laser rivals.
Also, it’s important to note that inkjet printers tend to use significantly less electricity than comparable lasers. In busy offices where the printer churns out page after page all day, that’s an extra, if hard-to-quantify, “consumable” you could save money on with an inkjet.
(Credit: David English)
Finally, the biggest misconception of all: that laser printers, as a rule, produce better-looking output than their inkjet competitors. Again, you’ll always find exceptions, but this hasn’t been cut-and-dried for quite a while. Where laser printers have always excelled, and to some extent still do, is in printing text or typesetting. Inkjet printers, on the other hand, usually print superior graphics, especially photographs.
This is not to say that laser printers don’t print well. It’s just that inkjets have made great strides. In addition, most inkjet machines can print borderless document pages and photos, making your photos and other marketing materials look more professional. Laser printers, on the other hand, must leave about a quarter-inch of margin all the way around the edge of the paper.
One aspect in which laser printers’ toner output does prevail over inkjet output is the durability of the printing. A laser print typically lasts longer without cracking or fading, and is not prone to smudging or streaking if exposed to moisture. That’s an advantage in environments where the longevity of hard-copy records, such as medical documentation, is important.
For more on this question, see our in-depth inkjet vs. laser explainer.
Should I Consider a Bulk-Ink Printer?
Until recently, the per-page cost of consumables (ink or toner) was based primarily on the print-volume expectation and price of the printer. Lower-end machines with relatively low volume ratings cost more to use than higher-priced, higher-volume ones. Nowadays, while you can still find plenty of printers that follow that model, several major printer manufacturers are offering alternatives—what we call “bulk–ink” printers.
These technologies (Brother’s INKvestment Tank, Canon’s MegaTank, Epson’s EcoTank, and HP’s Smart Tank Plus and Instant Ink) deliver running costs that are a mere fraction of the traditional replacement consumables model.
EcoTank, MegaTank, and Smart Tank Plus are all cartridge-free technologies. Instead of pricey cartridges that often contain their own expensive printheads and electronics, these machines also store their consumables in internal tanks that you fill from inexpensive bottles.
All three technologies deliver similar running costs of about 0.3 cent per monochrome and 0.9 cent per color page, with an exception being Epson’s recent, small-business-focused EcoTank Pro brand, which offers both black and color pages for about 2 cents each. EcoTank Pro marks a change from the earlier bulk-ink model, which was to charge a premium (as much as three to five times the cost of a comparable cartridge model) for a consumer- rather than business-class printer with an uninspiring feature set and mediocre volume and capacity ratings.
(Credit: David English)
Though they still cost three or four times as much as comparable non-bulk-ink printers, EcoTank Pro machines deliver the volume, capacity, and features most small offices require. So do many Brother INKvestment Tank and HP Instant Ink models—cartridge-based designs that aren’t quite as penny-pinching as other bulk-ink printers, but cost less to buy.
In any case, unlike a few years ago, when your running-cost options were limited, today it’s much easier to find a printer with per-page costs appropriate to your printing and copying needs, though it may require a little more research up front. That’s where our reviews come in.
What Do I Need in Paper Handling and Print Volume?
If you and your colleagues need to print spreadsheets on legal-size paper, produce marketing material on premium glossy media, or occasionally print a sheet of labels or a company check, you’ll want a printer with multiple drawers or trays. Increased capacity is also a must if your office prints a great deal. Waiting for paper refills or constantly reconfiguring the drawer for different-sized media is a drag.
Many printers come with a simple one-sheet override tray for printing one-off envelopes, forms, or labels. Some medium- and high-volume models come with (or can be expanded to use) multiple paper input sources, such as two drawers in the front of the chassis and a tray that pulls out from the back. Higher-end machines support paper-input expansion through add-on drawers and bins.
(Credit: M. David Stone)
Input capacity is related to a printer’s volume, which manufacturers usually gauge on a monthly basis. The two most common measurements are the duty cycle (the peak number of pages the printer is rated for churning out each month) and the maximum suggested print volume (also expressed in number of pages per month).
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Typically, these volume measurements are miles apart. When a machine’s monthly duty cycle is, say, 50,000 pages, the suggested monthly volume is usually 10% of that or less. When buying a medium- or high-volume printer, it’s best to let the suggested print volume be your guide. While a printer can run pegged out at its maximum duty cycle month in and month out, it will require less attention and last a lot longer if you hew closer to the suggested volume rating.
What Kind of Printer Connectivity Do I Need?
With the explosion of handheld devices such as smartphones and tablets, there are now many ways to connect to your printer. The standard interfaces comprise two main kinds of wired connections (Ethernet networking or connecting to a single PC via USB) and a whole bunch of wireless ones (802.11 Wi-Fi, Wi-Fi Direct, Bluetooth, Near Field Communication or NFC, Mopria, Apple AirPrint, and more).
Of this list of wireless standards, only Wi-Fi and AirPrint are actual local area network (LAN) protocols. The others are primarily peer-to-peer protocols that allow you to connect a handheld or other device directly to the printer without either piece of hardware being part of a LAN. NFC is unique among them; it allows you to connect to the printer by simply tapping the NFC-enabled device to a hotspot on the printer, usually on or near the control panel.
(Credit: Brother)
In addition to all these, most business printers and AIOs also support connectivity via several popular cloud sites, such as Google Cloud Print, Microsoft OneDrive, Box, and Evernote. Most of today’s business printers come with Ethernet (at 10Mbps, 100Mbps, or 1,000Mbps) and Wi-Fi connectivity, as well as a smattering of the other options listed in the previous paragraph. Ethernet is the fastest and most secure, and often preferable for office environments; Wi-Fi, which few printers lack nowadays, is highly convenient, as well as plenty fast enough for most uses.
If you need to position a printer away from a spot where you can easily run an Ethernet cable, make sure the Wi-Fi function is included in the price. A few printers, especially at the business high end, may require you to add it via an add-on hardware option, which may not be cheap. In any case, most of today’s printers also provide free downloadable apps that let you connect your smartphones and tablets over a wireless network.
What Kinds of Controls Should I Look For?
The wider the feature set—the more a printer or AIO does—the greater the need for a robust control panel or web-based controls. Today’s business printers offer a more diverse set of printer command options, from simple panels consisting of a button or two and a few status LEDs to tablet-size, customizable color touch screens capable of presenting separate configurations for individual users or departments.
In addition to executing walk-up functions, such as making copies or printing from cloud sites, these graphical control panels allow you to make security and other configuration changes, monitor and order supplies, and generate elaborate usage, security, and other reports. Similarly, and often more easily, you can also control, configure, and monitor most business printers via an onboard web portal that you access from your PC, phone, or tablet browser.
How Do I Choose the Right Size Printer for the Job?
Just as many different types and sizes of businesses need printers, a multitude of business printers exist to serve them, with a dizzying array of overlapping capacity, volume, feature-set, and expansion options. At PCMag, we divide printers and AIOs into three loosely defined categories based on how much work they’re called upon to do:
Entry-level or small office/home office (SOHO): These machines serve small, low-volume print and copy environments of five or fewer users, producing no more than a few hundred pages each month.
Midsize or small to medium business (SMB): These printers accommodate about five to 25 users in medium-volume print and copy environments, of up to a couple of thousand pages monthly.
High-volume or enterprise: Devices at this level are designed to crank out thousands of pages each month. Often part of a fleet, they offer staunch security options and are usually highly expandable, sometimes with multiple add-ons such as staplers, sorters, and high-capacity paper-input drawers and bins.
With the above information in hand, you’re ready to start narrowing down the dizzying number of single-function and multifunction printer choices facing your business. We hope this guide helps you make the right choice, whether your company’s in the Fortune 500 or on the kitchen table.
