A good printer is required in the office to handle a variety of tasks. These all-in-one machines will function as copiers, scanners, and fax machines.

What distinguishes copy machines and multifunction printers?

Before purchasing a multifunction printer, compare the key features of various models to find the best one for your small business. Here are some things to look for when shopping:

Print speed.

Print speed is one of the most important specifications to consider when purchasing an MFP. On spec sheets, print speed is frequently expressed as “ppm.” Look for a printer that is quick enough to keep your workflow moving. If you don’t print in large quantities, a slower speed will suffice. We recommend a minimum of 25 to 30 ppm for microbusinesses and 45 to 50 ppm for small to medium-sized businesses (SMBs) with average printing requirements.

Paper capacity.

The paper capacity (often listed as “tray” or “cassette”) of a printer, as well as the paper sizes it can print on, can be found on the printer’s spec sheet. SMBs should look for an A3 or A4 copier, which are the most common sizes. A3 machines can handle paper up to 11.7 x 16.5 inches in size, while A4 machines can handle paper up to 8.3 x 11.7 inches in size. The best option is determined by the types and sizes of paper you use the most.


Although almost all office printers include built-in scanners, not all models include an automatic document feeder or duplex scanning capabilities. Document feeders are required if you intend to scan a large number of documents. The duplex feature allows for two-sided scanning. If you intend to scan images, you should also check the optical resolution of the machine’s scanner. For basic document scanning, 600 pixels is sufficient, but for graphics, at least 4800 pixels are required.


Graphics specifications for production printers and office printers are vastly different. A resolution of 2400 x 2400 dpi is standard on production printers, and colour management is critical. Office printers primarily used for text documents have much lower resolutions. If you’re unsure about the level of graphics you require, contact a representative from the copier brand you’re considering and explain what you’ll be using the printer for; they should be able to recommend a model that meets your needs and budget.


Most MFPs and digital copiers have internal memory that allows them to store a large number of documents and scans. An internal drive is similar to any other hard drive in a computer. RAM, HDDs, SSDs, or standard memory storage may be noted on spec sheets for each model. RAM can range from 256MB to 2GB, and storage space can range from 1GB to 1TB, depending on the size of the machine. If your company handles a large number of images or printing jobs, we recommend a larger memory capacity. The faster the machine can process jobs, the more memory it has.

Wireless printing.

Unless you have specific business requirements, your multifunction printer should support wireless printing. Almost all printer models can be wirelessly connected, allowing employees to print, scan, or copy from any internet-connected device.

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