How do printers work? A buyer’s guide to printing and printer types

The small frames of compact printers hide a surprising multitude of features and capabilities. Their reduced footprint means they can fit into virtually any working scenario, whether they’re serving a single person or an entire team.

Benefits of compact printers

• Compact printers are versatile.
• They take up less space than bulky professional equipment.
• Some devices can also scan and copy.

Compact printer features to consider

• Connectivity: Most offices will use some sort of internet connection to connect to their printer. Look for ethernet or Wi-Fi functionality. Ethernet will allow for faster printing, but Wi-Fi will let you print from anywhere without costly and cumbersome wires.
• Printing speed: Printing speed is measured in pages per minute (ppm). If you’re having trouble deciding between printers and speed is key, let ppm be your guide. If not, spending a fortune for higher ppm doesn’t always make sense.
• Ease of use: Features like easy setup, a bright, clear display, and easy-to-replace toner or ink cartridges can make the difference between a printer that is a breeze to use and one that will frustrate your office mates and slow productivity.

Read more about compact printers in How to Choose the Right Compact Printer for Your Office.

A wireless printer is a great addition to any workspace. Without the need for costly network infrastructure, a wireless printer can be added to any office set-up and provide printing services for multiple workstations or users.

Benefits of wireless printers

• Easy to set up.
• Easy to connect.
• No dedicated computer required.

Wireless printer features

• Print from multiple devices: A wired printer might not always be capable of printing from multiple devices simultaneously. A wireless printer allows you to print whether you’re on your laptop or a mobile device.
• Print from anywhere: With a wireless printer, you can print from almost anywhere. In a meeting room or a break room? No problem. Simply print your document, and pick it up at the printer when you’re ready.
• Print from mobile devices: Printing from mobile devices is simple with some printers. The RICOH C125 P color laser printer, for example, can easily print from iOS or Android smartphones as long as your device is on the same Wi-Fi network as your printer.

Read more about wireless printers in 9 Things to Know About Wireless Printers Before You Buy.

What can all in one printers do?

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, or 4 in 1 printers.

Benefits of all in one printers

• Takes up less space than separate hardware for each function
• Single device uses less energy than three or four dedicated devices
• Even if you only plan to use one feature of an all in one printer, having access to its other features can help you streamline workflows.

All in one printer considerations

• Ratios: If you’re only buying a single printer for the office, a multifunction printer is generally a complete 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.
• Scanning: Offices with heavy scanning needs — such as those undergoing digital transformation — could also benefit from having a dedicated scanner. In that case, a combination of dedicated printers, all-in-one printers, and scanners can help ensure the work gets done without bottlenecks.
• Monthly duty cycle: Knowing how much a printer can print in a given time frame (the monthly duty cycle) can help you determine if you are getting the right printer. If your small business prints about 5,000 pages a month, you don’t need a printer with a 100,000 monthly duty cycle.

Read more about all in one printers in Choosing the Right All in One Printer for the Workplace: What You Need to Know.

Black and white printing is good for bills, invoices, documents, and reports, but for vivid brochures, posters, or presentations, a color printer is a must. Either one of these printer types could be a good fit for your workplace, depending on what you need.

The good news is color laser printers have become more affordable over the years, making a compact and efficient color laser printer possible for many offices.

Features to look for in a color laser printer

• DPI levels between 300 and 600
• Wireless printing functionality
• Simple, clear, and intuitive controls

Black and white printers may not be as versatile as color printers, but for many offices, they make the most sense. If you mainly print monochrome documents or reports, a black and white printer will suit your needs while saving you money and operating costs over a color printer.

Laser vs. inkjet printers

If you go for a black and white printer, you’ll have to choose between a laser or inkjet model. Generally speaking, laser printers are better for office use.

• Inkjet printers are slow, printing around 10 pages per minute (ppm) on average.
• Laser printers are typically at least twice as fast, printing at 20 ppm or more.
• Inkjet printer ink cartridges usually don’t last long, usually printing a few hundred pages or less.
• Laser printer toner cartridges can last from 2,000-3,000 pages, making them at least ten times more efficient than inkjets.
• Inkjet printers typically have a lower upfront cost than laser printers, as well as cheaper cartridges.
• Laser printers can make up for this cost difference with a lower cost per page.

If your business prints documents on a daily basis, you’ll probably want a laser printer.

Read more about these different types of printers in 6 Things to Look for in a Color Laser Printer, How to Choose the Best Black and White Printer, and Laser Printer vs Inkjet Printer: 5 Key Differences.

A regular printer will only print on one side of a piece of paper. Duplex printers print on both sides. This means you can print double-sided documents, which may reduce associated waste and energy used and may save money and time.

Advantages of duplex printing

• Double-sided documents take up less storage space.
• A binder or report with double-sided pages will be easier to carry.
• You can fit more information on a double-sided document.

Read more about duplex printers in Duplex Printers: What to Know Before You Buy.

What is printer toner?

Printer toner is a fine, powdery substance that is permanently applied to a piece of paper via an electrostatic charge created by the printer’s drum. Printer toner comes in different varieties but is most often made up of polyester fibers. The plastic in the polyester is essential to the triboelectric process used by laser printers.

How printer toner works

1. The printer receives an image.
2. The printer draws an inverted copy of that image on its drum using a laser, creating an electrostatic charge.
3. The printer releases toner onto the drum, and the toner is attracted to the parts of the drum that have been charged by the laser.
4. The printer passes a sheet of paper over the drum, transferring the toner.
5. The printer heats the paper to melt the toner and fix it in place.
6. The finished page emerges from the printer.

Things to you may want to know about printing with toner

• Toner cartridge replacement: Replacing a toner cartridge can be a complicated affair. Many printers require that you remove sections of the printer to get at the cartridge and then install it in a lengthy process that can lead to printing errors. Look for a printer that makes changing toner cartridges easy.
• How long toner lasts: There is no one answer to the question of “How long does printer toner last?” It depends on the printer itself, the type of toner you have installed, and what kinds of documents you are printing. However, standard printer toner cartridges may last for 2,000 pages or more.
• Official manufacturer cartridges are best: Laser printers are precision machines, and toner is an integral part of their process. As a result, toner manufactured by the maker of the printer is usually best. Using “off-brand” toner can cause problems and potentially shorten the life of your printer.

Read more about printer toner in Printer Toner: 5 Things to Know Before You Buy.

How much should a printer cost?

Printer costs can be deceptive. While every printer has an upfront cost, they also all have ongoing operating costs, which are how much it actually costs to use them. Often a printer with a lower upfront cost will have a higher operating cost, and vice versa.

Operating costs of a printer

• Toner or ink: Printers use toner or ink to produce images, and all printers will run out at some point. Many manufacturers price their printers lower on the shelf and make up for that low price with higher-priced ink.
• Paper: Printers require paper, and the cost of paper can add up.
• Accessories: You may need an additional paper tray or a Wi-Fi dongle to set up the printer the way you want it.

Additional printer costs to consider

• Setup: Installing a printer isn’t always as easy as putting it in place and turning it on. If you want your printer to be accessible on your network, you need to configure it properly. This may require network cables or specialized configuration, depending on your network and your needs.
• Warranty: Many manufacturers offer a warranty to help defer the costs of replacement or repair if something goes wrong. As an example, Ricoh’s Advance Exchange service program provides next-day replacements in eligible areas before the malfunctioning equipment is returned. This gets you back in service quickly and without the delays caused by longer warranty terms of other manufacturers. (subject to exclusions and limitation, please see full program terms at Ricoh’s Advance Exchange )
• Cost per page: Ink or toner cartridges will only print a certain number of pages. If you divide the cost of the printer cartridge by the number of pages a cartridge will print, that gives you the cost per page for the printer using that cartridge. Multiply that number by the number of pages you expect to print in a given month or year, and you will get a rough estimate of your expected operating cost.

Where to recycle printers

Whatever your printer costs, it will eventually reach the end of its life and need to be replaced. But before you get excited about shopping for a new printer, take a moment to dispose of your old one properly. You can usually recycle printers at:

• Local e-waste recycling depots: Many localities have dedicated recycling facilities just for electronics. These installations are often operated in partnership with private companies that provide recycling services. Call ahead before showing up with your printer. Many of these locations have specific hours and rules and only take certain items.
• Donation drives: If your printer still works, consider donating it to a local charity or donation drive. Charitable organizations often re-sell or recycle items like printers to raise funds for their operations. Be sure to check with a group before you donate, though, as they often have rules about what they will accept and what they will not.
• Big-box stores: Many national chain stores are increasing their commitment to protecting the environment by offering recycling services. You may also be able to earn store credit for recycling your printer, depending on the store. Check with your store before recycling a large number of items, as there may be a fee required.

Read more about printer life cycles in Printer Cost: 5 Factors Beyond the Price Tag to Consider and Printer Recycling: A How-To Guide for Replacing Your Old Printer.

Recycling options may vary by location. Check your local regulations and the program’s current terms before drop-off.

Types of printer paper

Paper differs in size, weight, brightness, material, and glossiness. What type of paper you use will be determined, in part, by your printer. But for a lot of paper options, you will need to choose based on the kind of document you are printing.

How to choose printer paper

Printer paper comes in a variety of shapes, sizes, and styles. Depending on what you need to print, consider a piece of paper’s:

• Size: Some printers will only take one or two sizes of paper. The most common paper size is “letter” which is 8.5x11”, but there are other sizes. Choose the size that matches your documents and filing system.
• Weight: Paper weight refers to how much 500 sheets (one ream) weigh in pounds. Heavier weight means stiffer paper. The most common weights are 20 and 24.
• Brightness: This refers to how much light reflects off the paper on a range of 1-100. Only paper with a brightness of 80 or higher is considered suitable for printing.
• Material: Most paper is made from wood pulp, but other materials offer advantages and disadvantages. Hemp paper is more durable than wood paper, while banana paper is more firm.
• Coatings: While uncoated paper is the most common type of printer paper, coatings offer some benefits. A glossy coating is great for high-quality photos, while a matte coating can enhance text-based documents. A satin coating strikes a balance between the two.

Read more about printer paper in Printer Paper: A Complete Resource.