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Many Functions with Printer, How to Choose!

When it comes to choosing the best printer for your office, there are a few things you’ll need to take into account. Not all printers are created equal, and some will be better suited for certain office environments than others. A few basic features you’ll want to keep in mind when selecting the perfect printer for your business include:

  • Print Volume
  • Print Speed
  • Print Quality
  • Connectivity Features
  • Cost

So let’s take a look at some of these features and what to consider when shopping for your next office printer.

How To Choose the Best Printer for Your Office

Basic Features to Keep in Mind When Choosing a Printer

Print Volume

One of the most important factors to consider when choosing a printer is your office’s print volume. This will help you determine what type of printer is best suited for your needs. If your office doesn’t do a lot of printing, then a small black and white copier or color printer should suffice. However, if your office prints large volumes of documents on a daily basis, you’ll need a more robust option.

Print Speed

Another important factor to consider is print speed. Obviously, you’ll want a printer that can keep up with the demands of your office. If your employees have to wait around for their documents to print, it’s going to slow down productivity. So, make sure you choose a printer that can print at a speed that is on par with your office needs.

Print Quality

Another factor to consider is what type of documents you’ll be printing most often and what quality you and your business need for operations to run smoothly. Not all printers are created equal in this regard. If you need to print high-quality color photos or graphics, you’ll need a printer that specializes in those types of documents. On the other hand, if you’ll mostly be printing black and white text documents, you can save money by choosing a less expensive printer that isn’t built for high-quality color printing.


In today’s office environment, having a well-connected printer is very important. This means choosing a printer that can easily connect to your computer network and other devices. Wireless connectivity is especially important because it allows employees to print from anywhere in the office. If this is critical to your business, consider a Wi-Fi-enabled printer.


Finally, when choosing a printer for your office, you need to consider cost. Obviously, you’ll want to find a printer that fits your budget, but you should also keep in mind that cheaper printers usually have fewer features, lower print quality, and don’t last as long. Also, generally the lower the price of the printer the more the printer itself, the more expensive it is to run (ie the cost of consumables like toner and toner cartridges). So when making your selection, strike a balance between cost and quality. You can check out our blog on how buying a printer is different than buying a car for a more in-depth analysis of the total cost of ownership of a printer.

Different types of printers

Now that you know what to look for when choosing a printer, it’s time to decide which type of printer is best for your office. Here are the types of printers most commonly used in offices today:

  • Laser Printers: Laser printers are a great option for any business looking for a machine with print-only capabilities. The choice of these types of printers ranges from affordable home office printers to higher-end, more powerful laser printers, and they’re only available in color or black and white. Whether you have a small office with low print volumes or an office looking for a printer that prints faster, there is a laser printer to suit every need and budget.
  • A4 Multifunction Printers: These types of printers are designed for any size business looking for functionality beyond printing. They provide functions such as scanning, faxing and copying in one machine. Just like standalone printers, there are a variety of options to choose from—from more affordable options to more expensive options, and black-and-white or color-only printing capabilities. If you’re looking for a top-of-the-line multifunction printer for your office, the Xerox multifunction printer is a solid choice.
  • A3 Multifunction Printers: These types of printers are sometimes called office copiers. These types of printers are usually designed for high-volume businesses or businesses that need to print on 11″ x 17″ paper (also known as A3 or tabloid size paper), for bi-fold brochures or other complete printing – Size presentation/marketing documents. Like desktops, A3 MFPs are available in color or black and white if you don’t need color documents. A3 MFPs are more expensive than A4 multifunction printers, but they can save you money in the long run by consolidating all of your office’s printing needs into a single machine. They also typically have lower operating costs.
  • Graphics Printers: Graphics printers are a good choice for offices that need to print high-quality color documents for clients. They produce very detailed prints, but they typically run slower and cost more than standard color printers due to the color-dense page coverage.
  • Production Printers: Production printers are for businesses that require professional printing capabilities or need to print large-scale or very high-volume print jobs. Production printers like the Xerox Primelink Production Printers boast print speeds of up to 136 ppm and offer a variety of media types and finishing options so you can print more in-house, as well as specialty toner colors like Neon, Gold, Silver , white and transparent.

Managed Print Services

Managed print services are also very beneficial for businesses that print a lot. These services can help you save on printing costs by optimizing your printing infrastructure and reducing waste. Managed print services can be tailored to the specific needs of your business, so it’s definitely worth considering if you’re looking to save money on printing.

Trust Hehua for your printing needs

If you are looking for a reliable, high quality printer for your office, Hehua is here to help. We offer a wide range of printers and copiers, so you’re sure to find the one that best suits your needs. We also provide managed print services to help you save on printing costs. Contact us today to learn more!



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