Multifunction printers do more than just print, but they’re not all alike
Even in an increasingly digitalized world, printers are still a staple in most office environments. Some customers prefer paper versions of their bills, receipts, and work orders. For smaller businesses, meeting those expectations while balancing limited office space can be tricky. This is especially true if your work requires frequent scanning and copying.
All in one printers do the jobs of multiple devices, making them ideal for busy work environments. But not every multifunction printer has the same functions. There are also a number of additional features that can help you decide which model is right for you. With a more comprehensive understanding of the all in one printer marketplace, you’ll be able to make the best choice and set your office up for success.
Need more information about printer features? Check out our comprehensive guide, A Buyer’s Guide to Printer Types.
What is an all in one printer?
All in one printers are capable of functions beyond printing. They typically also copy and scan documents and images. Some models even have fax capabilities. You may hear them referred to by several different names, such as multifunction printers, 3 in 1 printers, and 4 in 1 printers.
These versatile printers have several benefits. First, one device takes up less space than three, which is helpful when you’re short on square footage. A single device can also use less energy than multiple devices. Even if you primarily plan to use your all in one printer for printing, its other features can help streamline workflows without the need for separate pieces of equipment.
Did You Know?:The RICOH 132 MF printer also copies, scans, and faxes — all while its 35,000-sheet monthly duty cycle keeps pace with heavy workloads. Click here to learn more.
All in one printers: Choosing the right model
Just like any other printer, all in ones come in a variety of models with varying specifications. To further hone your search, you’ll need to answer these questions:
- Black and white or color? Black and white printers often come with a lower price tag, but don’t settle for less than you need. If your work requires the printing or copying of colorful fliers and brochures, you’ll want a printer capable of handling those tasks.
- Is it easy to use? The employees in your office probably have varying degrees of tech-savviness. Avoid overly complex controls and look for models with easy-to-use interfaces, like bright touchscreens.
- Do I need a duplex printer? Duplex all in ones can print — and sometimes copy — on both sides of the page. This can result in even more space savings, as you won’t have as many physical pages to store.
- To fax or not to fax? Not every all in one printer has a fax function. Though largely eclipsed by digital communication, some legacy and international businesses still rely on faxing. If you’re one of those businesses — or you regularly interact with them — you probably want your all in one printer to have fax capabilities.
- Wired or wireless? Depending on the office layout and how many devices you want to connect, you should consider the connectivity of your all in one printer. Wireless models don’t require any cables, making them easier to set up and connect to any device on your Wi-Fi network.
- What size do I need? While industrial printers weighing hundreds of pounds are often the right choice for enterprise-grade companies, small and mid-sized businesses should consider compact all-in-one printers to maximize their office space.
Did You Know?:The RICOH C125 MF printer offers business-quality color duplex printing with USB, Wi-Fi, and ethernet connectivity. Click here to learn more.
Additional considerations
If you’re only buying a single printer for the office, a multifunction printer is generally an all-encompassing solution. If you have the space and budget for several devices, however, you can optimize productivity and reduce costs by having the right ratio of single-function to all in one printers. Unless your scanning and copying needs eclipse how much printing you’ll be doing, a three-to-one or four-to-one ratio of single-function to multifunction printers is ideal.
That said, offices with heavy scanning needs — such as those undergoing digital transformation, financial institutions, and law firms — could also benefit from having a dedicated scanner on hand. In that case, a combination of dedicated printers, all-in-one printers, and scanners will help ensure that the work gets done without bottlenecks.
Finally, you should know that there’s a limit to how much a printer can actually print in a given time frame. This is referred to as a monthly duty cycle, and it can help you determine whether the printers you’re considering are more than you need, not enough, or just right. For example, if your small business only produces about 5,000 pages of printed works a month, you’re likely overspending on a printer with a monthly duty cycle of 100,000 pages.
Our recommendation: RICOH All in One Printers
When it’s time to equip your office, consider RICOH’s versatile line of multifunction printers. The black-and-white RICOH 132 MF 4 in 1 printer prints 34 pages per minute, while the RICOH C125 MF offers full-color printing of 26 pages per minute. Both models have duplex printing and copying capabilities, as well as an intuitive touchscreen interface and built-in fax. Click here to learn more or browse the rest of our printer line.
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