A Step-by-Step Guide to Selecting Your Perfect Printer

by Diana L. Martin

Even in today’s fast-paced digital world, printers in both home and office settings remain indispensable. Whether you need to print important documents, vibrant marketing materials, or cherished memories captured in photographs, finding the right printer is crucial. However, with a plethora of options available in the market, selecting the perfect printer that matches your specific needs can be a daunting task. But fear not! This comprehensive guide will walk you through the essential considerations, features, and factors to help you make an informed decision. From understanding different printer types to evaluating print quality, speed, and connectivity options, we have all the insights you need to navigate the printer landscape and find the ideal device for your home or office environment.

The two most popular types of printers for offices are laser and inkjet printers so for this article we’ll only be discussing these two types. I’ve created a checklist of 10 factors to consider and we’ll touch briefly on each one. If any of this looks too complicated, give us a call and we’ll help you find the right printer!

Let’s start with:

1. Purpose/Intended Use

Determine the primary purpose of the printer. Do you need it for home use, office work, photo printing or a specific task? Also, consider the volume of printing you anticipate and identify the types of documents you will print most frequently - text documents, graphics, photos, or a combination.

2. Print Technology

Inkjet printers use tiny nozzles that spray ink droplets onto the paper, resulting in rich colors and smooth gradients. The pages will be wet and will smear when fresh off the printer - inkjet technology requires a bit of drying time.

The process for a laser printer is a bit more complicated, but, in a nutshell, electrical charges are used to attract toner particles and transfer images to paper. This method creates precise, sharp prints with consistent text and line quality and does not require any drying time.

3. Print Quality

Assess the level of print quality required for your specific needs. Consider factors such as text clarity, color accuracy, and image detail.

Inkjet printers excel in producing high-quality color prints, making them ideal for graphic design projects, brochures, marketing materials, photos, and creative applications. They are favored by home users, photographers, artists, and small businesses that prioritize color output.

Laser printers generally offer higher print quality, especially for text. They are well-suited for high-volume, fast, efficient, and cost-effective printing of text-heavy documents such as reports, contracts, and business correspondence. Laser printers also work well for printing things like forms, labels, and other black-and-white materials.

4. Print Speed

Inkjet printers have slower print speeds than laser printers. However, newer inkjet models with advanced technology can achieve higher-than-average speeds, some reaching as high as 25 pages per minute.

Laser printers are known for fast printing speeds - some models are capable of printing up to 70 pages per minute - making them efficient for high-volume printing.

5. Connectivity, Compatibility and Special Features

Check the available connectivity options to ensure the printer has the type you need (USB, Wi-Fi, Ethernet). Also check for compatibility with your other devices for mobile printing (computer, smartphone, tablet). Decide whether features like touchscreens or built-in scanners are important for you. Multi-function printers will usually offer either Print/Copy/Scan or Print/Copy/Scan/Fax capabilities.

6. Paper Handling

Make sure the printer can handle all the paper sizes you use (letter, legal, ledger, specialty sizes, envelopes, etc.). Determine whether you need or want features like automatic duplex printing or multiple paper trays.

7. Cost Considerations

Evaluate the initial purchase cost of the printer and the ongoing costs, including ink/toner and maintenance. Determine the cost per page, which can vary based on ink/toner consumption and cartridge yield. Cartridge yield can be a bit tricky because the yields provided by the manufacturers are normally based on 5% page coverage and very few of your documents will have coverage that low.

Inkjet printers are typically more affordable upfront, making them an attractive choice for home users and small offices. However, inkjet cartridges have a lower page yield compared to laser toners and may require more frequent replacements, increasing the long-term cost.

Laser printers tend to have higher upfront costs compared to inkjet printers but they can be more cost-effective in the long run, especially for high-volume printing. Aside from the toner cartridges, you’ll also need a drum cartridge. Toner cartridges have a higher page yield than inkjet cartridges, resulting in a lower cost per page. Laser printers require a less frequent replacement of consumables but may require more maintenance than an inkjet printer.

Many customers make the decision based on price alone and this can be a very costly mistake. Price is only one piece of the puzzle - if you purchase a lower-priced printer that can’t handle the tasks and volume you need, you’ll just end up frustrated, and then you’ll buy the printer you should have chosen in the first place, which, of course, adds to your total cost.

8. Brand and Reliability

Stick with reputable brands like HP, Epson, Brother, Canon, Lexmark, and Kyocera. You want a brand that is known for its reliability and availability of consumables.

9. User Reviews and Ratings

Read online user reviews and ratings, not only for the product itself but also for the manufacturer’s customer service to gain insights into real-world experiences with the printer models you’re considering.

10. Warranty

Check the warranty period offered by the manufacturer and the availability of support options in case there are any issues. Most retailers have short return periods on technology items so you most likely will end up going through the manufacturer's warranty for most issues after the sale. Make sure you know what the warranty is and understand how it works before purchasing the printer to avoid any frustration.

Advancements in printer technology have narrowed the gap between laser and inkjet printers in certain aspects. Some inkjet printers now offer faster speeds, while laser printers have improved color printing capabilities. When choosing between the two, it’s essential to know your specific printing needs, budget, and the type of documents or materials you frequently print.

By considering these factors and prioritizing your needs, you can narrow down the options and choose a printer that will work best for your situation.