MFPs (multifunction printers) can print, scan, and copy. Some have faxing capabilities. MFPs are a good choice because one device does it all. It’s important to know what features to look for when deciding which one to buy.

Research & read reviews

Before heading to the store or placing an order online do some research and compare different brands and models. It is generally a good idea to choose one of the major well-known manufactures that have years of production experience. Read reviews about the models you are considering and check the return policy and warranty. Choose a company that provides support after the purchase.

Inkjet or laser

Inkjet printers use liquid ink to print, they offer vibrant colors and are often the best choice for printing photos and images. They can use disposable or refillable ink cartridges. Most inkjet printers are less expensive to purchase but the cost of ink can be quite pricy and needs to be replaced more frequently. Some of the least expensive inkjet printers have the most expensive cartridges so consider the replacement cartridge cost when selecting a printer.

Laser printers use toner to print, the units themselves are generally more expensive than a comparable inkjet, but the toner lasts longer which can save money over time. They handle high volume workloads better than inkjet printers and have faster printing speeds.

Print quality

Several factors determine the print quality including ink and toner quality, color accuracy, contrast, print driver, paper type, and the printers DPI (dots per inch) DPI will have the biggest impact on print quality. DPI indicates how many individual dots of ink or toner a printer can place on the paper within a linear inch. Choosing a printer with a higher DPI will result in a higher quality print.

Color or monochrome 

Choose the type of printer that suits your needs, if you often print photos, graphic, charts, graphs, and other documents that require full color you’ll want to choose a color printer. If you primarily print text documents, invoices, or forms, a monochrome printer is likely sufficient and more cost-effective.

Print speed

Print speed may or may not be important to you. Print speeds are determined by PPM (pages per minute) referring to how many pages the printer can print in a minute. The higher the number the faster the printer will complete jobs.

Duplex printing

Duplex printing is the ability to print double sided. There are two kinds of duplex printing, automatic and manual. Automatic duplex printing (auto duplex) uses a built-in or add-on duplexer to flip the paper for you, while manual duplex printing requires the user to manually flip the paper and reinsert it into the printer.

Automatic document feeder (ADF)

ADF allows you to scan or copy multi-page documents. It automatically feeds pages into the MFP, eliminating the need to manually feed each page.

Paper size and capacity

Look for a printer that accepts a wide range of paper sizes and types such as standard and legal sized paper and different sizes of photo paper and envelopes. Also consider the paper tray size which determines how many sheets of paper the tray can hold, some printers offer more than one paper tray.

Connection type

Connection types can include USB, ethernet, wireless and Bluetooth. Some offer features like AirPrint and cloud print.

Ease of use

Look for an MFP that is easy to use with an intuitive user interface, an easy to navigate touchscreen, online documentation and support and easy setup and maintenance.

TCO (total cost of ownership)

Consider the total cost of ownership, including toner and ink, maintenance, energy consumption and potential repair costs. Look beyond the initial purchase price and think about the long-term cost of ownership.

Security

Depending on your environment you may want to choose an MFP that offers security features such as secure print release which holds print jobs until the user releases them at the printer, user authentication, data encryption, paper tray locks, secure mobile printing, image overwrite and network security.