Color Multifunction Printer Buying Tips for the Modern Office

Even a modern, online-first business has plenty of need for paper materials these days. Your company might print promotional materials or posters or make copies of vital administrative documentation to distribute. However, a small business probably can’t afford separate dedicated devices for these tasks. Luckily, a new color multifunction printer might be just what you need. Here are some top tips on what to look for in these office devices and how to get one.

Benefits of a Color Multifunction Printer

Let’s start with something that may seem obvious: what is a color multifunction printer? As the name might suggest, it’s a printer that can print in color and also has additional functions.

Typically, a multifunction printer can replace a dedicated printer, scanner, copier, and fax machine. Due to having all these features integrated into one larger device, it can effectively become a one-stop hub for a company’s document processing system.

If that hasn’t quite sold you on why you should get one, here are just some of the biggest benefits of these devices:

Saving space: Since it can effectively replace four devices, you don’t need nearly as much office or desk space to store a color multifunction printer.
Better cost-effectiveness: Similarly, purchasing a multifunction device is typically much cheaper than buying all the components separately. Plus, you only have to maintain and purchase consumables for one device, which streamlines inventorying.
Improved workflow: Modern printers typically offer several connectivity options, allowing multiple PCs and mobile devices to connect to them simultaneously. Gone are the days of USB cables and one-on-one pairing.
Advanced technology: Some models allow you to save or fetch documentation directly via cloud services, improving document management processes.
Security: Printers and other document-management devices are often among the most vulnerable to cyberattacks. Therefore, having a single, well-maintained, and modern device minimizes the risk of exposing valuable company information to outside actors.
Simplified maintenance: It’s well-known that printers detect fear. We’re kidding, of course, but it seems that just when you need to print that vital contract, it stops working and everything goes downhill. Having a fleet of different devices means that your IT crew (or IT services provider) needs all that much experience and time to accurately detect and troubleshoot printing issues. With a single device, however, the task is typically more straightforward.

Factors to Consider for a New Color Multifunction Printer

Since a color multifunction printer is likely going to be your base of operations for all things paper, you need to carefully research the exact type of printer you need. If you go in blind, you can get a device that churns through ink or cartridges that only slow you down.

Consider the following before making an order.

Printing Types

There are two main printing methods for modern devices: inkjet and laser printing.

Inkjet printers move a printer head over the paper and spray droplets of liquid ink. The process is typically slower since the printing heads need to move a lot. However, paper absorbs ink pigments well, creating a smoother and more diverse blend of colors.

Inkjet printers can either use ink cartridges or tanks, with the cartridge option being more widespread for smaller devices. Ink cartridges contain smaller amounts of ink and have additional hardware that automatically syncs with the printer for slightly streamlined operations. The downside is that cartridges cost quite a bit. On the other hand, ink tank printers store larger tanks of liquid ink. When a tank runs low, it can be refilled from a bottle. Bottles are much more affordable weight-wise, leading to a lower per-page print cost. However, if a tank printer starts malfunctioning, troubleshooting and tank replacement can get expensive.

Laser printers use a laser to draw images and text on a drum, then create an electrostatic charge that picks up toner onto the drum. Finally, the paper is pushed over the drum and the toner is fused onto it. Laser printing is faster than ink printing, but you won’t get the same color saturation. If your office mainly uses text for its documents, a high-quality laser printer will give you the most throughput.

Printer Size and Purpose

In general, multifunction printers are divided into four categories based on how and when you use them:

Home printers: The simplest, least expensive devices that typically handle light workloads. You likely won’t find a business-worthy option in this category.
Home office or SMB (small-midsize business) printers: These devices are usually made for desktops and should have generally solid specifications but might skimp on additional features.
Enterprise printers: These printers are self-standing devices that can serve a large office, workgroup, or even multiple teams. They can have extremely high paper capacities.
Portable printers: A portable printer can be picked up and carried in a laptop bag. It typically uses a rechargeable battery (like a laptop) but might also come with a much slower printing method (such as thermal printing).

Read the Specifications Carefully

As mentioned, one of the main benefits of a color multifunction printer is that it can replace multiple devices. However, if your office is on a budget, the printers available to you might not replace all those devices well.

So, take your time to familiarize yourself with the following specifications:

Print speed: Measured in pages-per-minute (ppm). Note that printers have different print speeds for monochrome (black), color, and dual-sided printing (if supported). Additionally, check how fast the printer can scan, copy, and print pages, as those also vary.
Resolution: Measured in dots-per-inch, higher resolution creates better image and text fidelity. However, scanning in higher resolution is exponentially slower.
Paper handling: Duplex (dual-sided) printing varies between printing models and manufacturers. For some lower-end devices, the printer will print odd-numbered pages on one side, but you have to carefully feed the pages back into the tray for dual printing, which can be cumbersome.
Paper size: Most printers work with A4 pages (8.3×11.7). However, if you need A3 (11.7×16.5) printing, that can have an entirely different set of specifications and requirements.
Maximum monthly volume: Printer hardware is typically made for a maximum monthly volume. The printer head heats up and moves, so frequent use can wear it down quickly. If your office goes through more paper than the printer can manage, print quality can suffer.
Consumable costs: Check which cartridges, toners, or bottles are compatible with your device and how many pages you can get out of each one. This will allow you to approximate the ongoing per-page cost.

Check for Software Compatibility

Most printer manufacturers use proprietary software to help you navigate the printer’s options and settings. Make sure that the software is reliable yet simple to use so you don’t have to go through piles of menus for a simple print job.

Additionally, consider the available options for connecting the device to PCs, tablets, or smartphones. Options like email printing, AirPrint, or Google Cloud printing can make it much easier to set up a print job even when you’re not physically in the office.

Get Your New Office Printer From a Certified Provider

If you’ve determined what device you want to buy, there’s one more step to consider: buying or leasing. Since a high-quality color multifunction printer can be quite expensive, a small business might not have the means to purchase it outright. That’s where leasing one from a dedicated provider like DTS can come in handy. Plus, the provider is responsible for managing, maintaining, and troubleshooting your device, all with the convenience of set monthly fees.

Even if you’re not quite sure what printer will suit your needs, don’t fret. Our extensive experience and longstanding cooperation with major manufacturers will ensure that you get just the right device for you.

So, what are you waiting for? Contact DTS today for all the help and support your Bloomington, Minneapolis, or St. Paul office needs.