Understanding printer paper size, weight, materials, and more can save you money and improve printer performance
As anyone who’s put diesel in a gas car can tell you, using the right fuel matters. But even if you’re refilling your car with gas, you still have to choose regular or premium. And premium isn’t always better.
Just as diesel can clog a fuel filter, the wrong printer paper can increase the chances of a jam. And just as some cars require a certain kind of fuel, some printers perform better with a certain kind of paper. When buying, you should consider the paper’s size, how much it weighs, what it’s made of, and more. Each of these factors will affect how the printer runs, how the printed pages look, and, of course, your budget. Using the right paper for your printing job will help you balance those budget constraints with print quality and minimize the chance of printer malfunctions.
Learn more about the fundamentals of these essential office companions in our guide, How Do Printers Work: Everything You Need to Know.
Key printer paper qualities
Size
Printer paper size has an outsize effect on how that paper is used. If you’re not using paper with the correct dimensions, there’s a chance it won’t work with your printer at all. Even if it does, you may end up with a product that doesn’t meet your needs. No one wants a file folder full of too-tall paper poking out of the top. So, what size is regular printer paper?
There are two common systems for paper sizing. The United States and Canada use a system created by the American National Standards Institute called ANSI/ASME Y14.1. In this schema, there are four basic paper sizes:
- Letter size paper measures 8.5 inches by 11 inches and is standard printer paper size.
- Legal size paper is slightly longer, measuring 8.5 inches by 14 inches.
- Tabloid size paper is the largest and measures 11 inches by 17 inches.
- Junior legal size paper is the smallest and measures 8 inches by 5 inches.
Outside of North America, most countries use ISO 216, a standard created by the International Organization for Standards. You’ll see paper in this standard designated with a letter (A, B, or C) and a number (0-10). The letter indicates the series, and the number indicates the size. The lower the number, the bigger the paper. Each increment is half the size of its predecessor. And, critically, every size in a series retains the same aspect ratio. That means that no matter the paper’s size, it will always have the same shape. This makes ISO 216 paper incredibly versatile (and rather elegant).
The A series starts at an area of one square meter and uses the square root of 2 as its aspect ratio. Folding it in half four times produces A4 printer paper, which measures 8.3 inches by 11.7 inches or 210 millimeters by 297 millimeters.
If you’re looking for standard printer paper, your safest bets for size are Letter size in North America and A4 printer paper in the rest of the world.
Weight
In the United States, paper weight refers to the weight of 500 sheets — one ream — of paper. The heavier a paper is, the more likely it is to be thicker, more durable, and less pliable. This can lend a professional feeling to the paper. However, heavier paper tends to cost more.
Heavier stocks are commonly used as business cards or postcards. For standard office printer paper, the most common weights are 20 pounds per ream and 24 pounds per ream.
Brightness
Brightness measures how much light reflects off of a sheet of paper. Although it’s rated on a scale of 1-100, only the very top end of the scale is usable as printer paper. That’s because brightness ratings under 80 hurt print clarity. The brighter your paper, the higher the contrast of printing. And the higher that contrast, the clearer and more vibrant the print appears.
For general office printing, a brightness in the 80s can suffice. If the materials are leaving your office — to deliver to clients, for example — a brightness in the 90s will project a more professional image. And if you’re printing in color, be sure to use paper rated at 100 brightness.
Material
By far the most common material in paper-making is wood pulp. It’s made by breaking down wood chips or logs into a fibrous pulp. That pulp is then treated with chemicals to remove impurities and bleached to whiten. The result constitutes the vast majority of printer paper.
There are alternative paper materials such as cotton paper, hemp paper, and banana paper. Cotton paper is smooth and durable. You’re most likely to encounter it in American currency. Hemp is also more durable than wood pulp. That makes it well-suited for Bibles and other situations where thin printing is important. Banana paper, made of plant bark or peel fibers, is tougher, rougher, and more rigid than wood pulp. All three are touted as more sustainable than wood pulp. But all three are more expensive, in part because they haven’t achieved the same economies of scale.
Coated vs. uncoated
Some printer paper has a thin layer of clay, latex, wax, or another polymer applied to it during production. This coating provides increased durability and can enhance print quality and the print’s appearance. It often correlates with a higher price tag. There are several possible finishes, but the most common are gloss, matte, and satin.
- Glossy coatings are extraordinarily reflective. That makes them ideal for printing high-quality photos.
- Matte coatings are non-reflective, which makes them good for text-heavy documents.
- Satin coatings are in between, striking a balance.
For a more economical option, most printer paper goes without a coat. This leaves the document more absorbent. That can be a good thing, as it means the paper absorbs more ink and produces darker colors. That makes it easier to read printed text. On the other hand, it’s also more vulnerable to liquid damage. Despite that vulnerability, uncoated paper is the most common option when stocking up at an office.
Did You Know?:The RICOH 132 MF printer can also copy, scan, and fax — all in a compact frame. Click here to learn more.
Types of printer paper
Copy paper (or multipurpose paper)
The most common and affordable paper on the market is referred to as copy paper. It’s distinct from printer paper because it’s thinner, lighter (no more than 20 pounds), and less expensive. However, it can struggle with color accuracy, and too much ink on a single page can lead to bleeding. Businesses typically limit its use to miscellaneous office printing, and it’s not well suited for printing double-sided pages or images.
Inkjet paper
One shortcoming of thin, light paper is that it can oversaturate with ink. That can lead to smearing, bleeding, and blurring at the edges of images. This threat is most pronounced with inkjet printers. And it’s why inkjet paper tends to be slightly heavier than copy paper (22-24 pounds per ream). Inkjet paper also uses a matte finish coating to speed up drying and avoid smears and blurry edges. It does well with duplex printing because less ink bleeds through the page.
Laser paper
Where inkjet paper faces a high volume of ink, laser paper must withstand the heat used to bind toner to the page. It also tends to have higher brightness ratings than copy paper. The result weighs 22-24 pounds and produces crisp, clear images when used with a laser printer.
Photo paper
The two most common varieties of photo paper are glossy and matte. Glossy is more common. It uses a special coating to create a high sheen, which ensures images print with maximum quality. Matte, on the other hand, can absorb more ink than glossy. That leads to stronger contrast. It’s also more durable and more resistant to fingerprints, which makes it good for photo books.
Both varieties of photo paper are typically thicker than copy, inkjet, or laser paper. That’s part of why they’re more expensive. They’re best saved for public-facing, color-rich deployments.
Did You Know?:With an optional addition, the RICOH 132 MF can hold up to 500 sheets of paper in its tray. That makes it ideal for high-volume printing. Click here to learn more.
Our recommendation: RICOH Printer C125 MF
The RICOH C125 MF is the perfect choice for small businesses that need to have every tool for the job, all in a single device. This all in one printer for small businesses includes superior business-quality printing, scanning, copier, and fax functionality. With quick color print speeds of up to 26 pages per minute, a sizable 250-sheet tray, and multiple connectivity options, the RICOH C125 MF offers versatility and reliability in a single package.
Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.