Do you need help picking a copier/printer for your business? Choosing the right copier for your office can be difficult with so many options to choose from. Fortunately we put together a step by step copier guide for everything you need to look for when asking "what should I look for in a copier?"
Desktop or Full-Sized?
One of the first considerations is the size of the copier. Ask yourself if you want a full-sized device or a desktop copier.
The easiest way to answer this is by determining where it will go in your office. If you don’t have much floor space, a desktop copier may be the best choice. If you have a designated spot for a copier, a full-sized device is another option.
Many desktop copiers also do not support 11x17 printing. If 11x17 printing is important for your business, consider a full-sized copier. This type of copier is made to handle larger paper sizes and can print at higher volumes.
Another simple thing to keep in mind between the two is that full sized printers typically have more finishing options and paper tray capacity. If you frequently find yourself running out of paper a full sized device may be best for you.
Features and Finishers
While size of the copier is an important factor, it’s not the only thing to consider. The copier features you need can be even more important since some features can only be found on a full sized device and not a desktop device.
If you just need to print, scan, and email documents, virtually any office copier will work for you. However, if you have specific printing needs, consider the following features:
- Color Documents: If you need to print color documents, you will need a color copier. While that might sound obvious, we point it out because many people don’t realize that a monochrome device is an option for them. If you don’t need color, choosing a black-and-white copier might help keep costs down on your office technology.
- Glossy Paper, Cardstock, Envelopes, and Labels: If you frequently print on specialty materials like glossy paper, cardstock, envelopes, or labels, you’ll need a copier designed to handle them.
- Brochures: If you plan on printing brochures, a folding finisher can be a game-changer. With a full sized copier you can choose the option of a folding finisher. If you were going to go with a desktop device you could also consider getting a separate folding device.
- Stapling: Do you frequently print multi-page documents that need to be stapled? A copier with a built-in stapler can save time and improve efficiency. If a stapler is something you need, consider what type of staples you need - simple corner, or booklet.
- Faxing: Ask yourself if you need faxing capabilities. Traditional faxing is becoming less common, and many businesses now opt for eFax solutions as a cost-effective alternative.
Monthly Print Volume
Your monthly print volume is a crucial factor in determining which copier to choose. Our typical suggestion for the best way to gauge how much paper you use per month is to ask how many cases of paper you use. A full case of paper is about 5000 sheets/month and should help you gauge how much you use.
When working with a Managed Print Service they will want to know your Monthly print volume to get a copier with a page per minute that can avoid bottlenecks in the workplace. By monitoring your print habits, you can determine if a simple copier will meet your needs or if a more robust machine is required to keep up with high volume printing.
How Many Users Will Use This Copier?
Understanding how many people will be using the copier can help you select a device that can handle the workload. A higher number of users may require a copier with a higher PPM rating to avoid delays and keep up with demand.
Other things to consider
Other things to consider include:
- Security features
- Energy Efficiency
- Eco-Friendly functions
- Does it come with a Managed Print Service agreement
- Warranty
Get the Perfect Copier for Your Needs
Feeling overwhelmed? Don’t worry—we’ve got you covered. Our specialized contact form will guide you step by step through everything we discussed above. For trickier questions, like monthly print volume, you can select options such as “Not Sure” to keep things simple. Once you complete the form, our friendly team will reach out to explore the best solutions for your needs.
At AOS, we take pride in being copier experts who focus on finding the right fit rather than overselling. Our consultations are completely free, and our nationally recognized service speaks for itself. We’re happy to chat, point you in the right direction, and if you’re satisfied with what we offer, we’d love the chance to work with you.
