The 5 Best Business Printers for Your Office

Choosing a new printer for your business is an important decision. The right printer can help boost productivity and efficiency, while the wrong choice can lead to wasted money and frustration. This comprehensive guide will make understanding your options a breeze.

I‘ve been helping businesses select office technology for over 10 years. Trust me, the printer you pick truly impacts daily operations. Throughout this article, I‘ll share my insight to help you find your perfect match based on performance requirements, features, and budget.

Here are the top contenders poised to handle printing in professional environments both large and small.

1. HP LaserJet Pro M428fdw – The Workhorse for Busy Offices

The HP LaserJet Pro M428fdw secures the top overall spot thanks to itsswift print speeds, space-saving footprint, and robust connectivity making it accessible to the entire workgroup.

This workhorse monochrome laser printer churns through projects with ease. It prints up to 38 pages per minute, enough even for hectic enterprise use. The automatic document feeder also speeds up copying and scanning multi-page documents without user intervention.

Despite its compact size, built-in duplex printing allows two-sided output to reduce paper usage. This saves your business money while being environmentally conscious.

With built-in Ethernet and wireless networking plus support for Wi-Fi direct and HP mobile printing apps, employees can print on-demand whether they are at their desk or traveling offsite.

Print Speed

(Letter-sized paper)
Paper CapacityCost Per Page

(Black Ink)
38 ppm350 sheets$0.019

This reasonably-priced workhorse handles the core printing essentials for document-heavy offices extremely well. Despite lacking advanced features or color printing, it‘s built to last through huge monthly print volumes.

The HP LaserJet Pro M428fdw earns its place as my top overall choice for maximizing ROI while meeting the needs of demanding business settings.

Ideal for: medium to large offices, corporate workgroups, industries like legal and finance

### Try the HP LaserJet Pro M428fdw on [Amazon](

2. Canon imageCLASS MF634Cdw – Feature-Packed Color Printer for Small Businesses

With vibrant color output, flexible wireless connectivity, and copying/scanning capabilities, the compact Canon imageCLASS MF634Cdw delivers incredible value tailored to cost-conscious small business owners.

This capable all-in-one printer produces lab-quality color documents like sales flyers, newsletters and reports. Vibrant images and graphics make your business collateral stand out from the competition. Automatic duplex printing also helps manage paper supply during bigger jobs.

You can conveniently print directly from mobile devices thanks to built-in WiFi, Apple AirPrint and Mopria Print Service support. Scan or copy multi-page files hands-free utilizing the 50-page automatic document feeder for simple productivity.

Print Speed

(Letter-sized paper)
Paper CapacityCost Per Page

(Color Ink)
22 ppm250 sheets$0.169

Abundant capabilities allow small teams to consolidate tasks through one efficient device. Energy-saving modes also provide cost savings. For minimal expenditure upfront and over time, the Canon imageCLASS MF634Cdw propels office productivity.

Ideal for: cost-conscious small offices, real estate, healthcare clinics, non-profits

### Try the Canon imageCLASS MF634Cdw on [Amazon](

3. HP DesignJet T650 24-in – Large Format Powerhouse

Blazing through oversized posters, drawings, schematics and signage thanks to extra large media handling and rapid print speeds, the HP DesignJet T650 24-in wide format printer provides a smart investment.

The automatic sheet feeder makes printing multi-page oversized documents simple by supporting stack loading up to 150 sheets at once. It breezes through output thanks to brisk 26 second page printing. Dual ink cartridges also allow uninterrupted printing by having one color available if the other runs empty.

With immense 2400 x 1200 DPI resolution and HP Colorlok technology ensuring professional color accuracy, it renders graphics-intensive engineering diagrams, architectural renderings and marketing visuals with stunning clarity. Vibrant, true-to-life colors pop on posters up to 24 inches wide on media up to 150 feet long – suitable for retail signage and trade show banners.

Print Speed

(Letter-sized paper)
Paper CapacityInk Cartridge Yield
26 seconds per pageUp to 24 in x 150 ft130 ml black
69 ml color

For ample flexibility managing high volumes in medium-sized departments like marketing and sales needing oversized prints with precise detail, the HP DesignJet T650 24-in leads the pack.

Ideal for: architecture firms, construction, engineers, graphic designers

### Try the HP DesignJet T650 24-in on [Amazon](

4. Xerox AltaLink C8030 – Color Multifunction Workhorse

With ultra-secure data transmission, simplified mobile printing options and full-featured all-in-one capability, the Xerox AtlaLink C8030 brings sophisticated innovations suited for expansive offices.

This color laser multifunction printer copies, scans, faxes and emails adeptly aided by the large touchscreen interface. It prints high volumes swiftly thanks to 30 pages per minute output. Toner cartridges yield up to 20,500 pages for less frequent replacements.

Heightened protections like 256-bit encryption and optional McAfee data protection software keep sensitive information safe, crucial for financial, healthcare and legal industry documents. One-touch ID badge authentication also regulates access.

Easy mobile connectivity allows you to print from any device no matter where work takes you, while centralized fleet monitoring tools simplify managing devices dispersed across widespread locations.

For Fortune 500 departments and global enterprises, the Xerox AltaLink C8030 melds high-end features into a efficient, adaptable printing solution fitting immense demands.

Ideal for: global enterprises, regulated industries like finance and healthcare

### Try the Xerox AltaLink C8030 on [Amazon](

5. Epson WorkForce Pro WF-7820 – High Quality Inkjet for Home Offices

Dominate printing tasks without consuming excessive energy or space utilizing the Epson WorkForce Pro WF-7820 – the premier inkjet equipped for remote work environments like home offices.

This compact printer excels at delivering Laser-sharp black text and vivid graphical documents. It whizzes through output swiftly printing up to 20 ppm in black and white and 10 ppm in dazzling color. Automatic duplex functionality saves paper to be environmentally conscious.

The 300 sheet front-loading paper capacity means less reloading. Plus, direct scanning and printing from popular cloud services like Google Drive and Dropbox simplifies workflows letting you share files easily.

Wi-Fi Direct, Ethernet, USB and Wi-Fi connectivity ensures a consistent connection. Extremely quiet acoustics don’t disturb households. Best of all, it slashes power consumption utilizing up to 80% less energy than comparable lasers saving electricity bills.

For feature-packed printing with professional quality matched by green efficiency that won‘t dominate limited work-from-home spaces, the Epson WorkForce Pro WF-7820 empowers productivity.

Ideal for: entrepreneurs, small business owners, remote employees, consultants

### Try the Epson WorkForce Pro WF-7820 on [Amazon](

How Do You Select the Correct Model?

Now that you‘ve seen printers purpose-built for varying business needs, let‘s examine key factors guiding your final decision:

Print Volume

Consider the typical monthly workload sent to your printer. High volume environments need swift print speeds measured in pages per minute (PPM). Compare duty cycles indicating maximum recommended monthly page volumes to avoid overtaxing hardware.

Busier offices should consider laser printers which print faster than inkjets. All-in-one printers with automatic document feeders also save handling time scanning multi-page files.

Paper Handling

Evaluate input trays, output trays, paper drawers and auto feeders to ensure your printer accommodates standard media you use like letter or legal sheets. Larger models boast bigger capacities and support larger formats like banners or tabloid pages.


Ensure essential connectivity options like wireless, Ethernet, USB and mobile printing apps integrate into your existing infrastructure so everyone can print regardless of device or location.

Operating Costs

While sale prices appear low, ink and toner cartridge replacement costs accumulate rapidly. Calculate cost per page estimates when budgeting.


Monthly maximum duty cycles indicate printers built for frequent use without breaking down compared to only occasional home office usage. Plus, lifespan until replacement is necessary determines value gained.

Carefully weighing these factors results in wise investments. Don‘t just default to the cheapest device. Analyze key specifications like those outlined above against genuine needs to reveal the best long-term fit.

Setting Up Your New Printer

After deciding which business printer optimally matches requirements and purchasing it, proper setup ensures smooth sailing:

1. Read the manual – Know what media sizes, apps and accessories are supported. Review maintenance procedures too.

2. Unpack carefully – Don‘t accidentally discard materials like extra paper trays hidden inside the box.

3 Install ink/toner – Brand new cartridges avoid starting off half-empty.

4. Connect to your network – Connect via Ethernet or configure wireless settings for access across the organization.

5. Install print drivers – Download and run software from the manufacturer’s website enabling devices to interface.

6. Print test pages – Verify alignment and print quality. Check paper feeds correctly through trays.

Following best practices prevents easily avoided issues down the road helping justify costs through boosted productivity and efficiency.

FAQs About Business Printers

Here I‘ll tackle common questions about function and features:

What‘s better for business – laser vs inkjet printers?

Inkjets excel reproducing graphics but have slower speeds. Lasers rapidly print crisp text making them preferred for office settings.

Can you print from a phone?

Models with wireless connectivity supporting standards like Apple AirPrint or Mopria enable direct mobile device printing.

How much faster is a business printer?

Office-oriented printers range from 20-55 ppm for black and white pages and 10-15 ppm for color. Home designs max out around 10-15 ppm. The speed difference is substantial.

What maintenance is required?

Replace consumable parts like imaging drums, fuser units and rollers at suggested intervals. Also clean the interior and exterior regularly to prevent issues.

Can you get next business day replacement?

Many printer companies offer expedited exchange programs shipping substitute machines overnight if failures occur to minimize downtime through prompt troubleshooting.

How long should they last?

Average business printer lifespans range from 3-5 years for decent light usage models up to 10 years for enterprise-grade hardware designed for extreme workloads.

Please feel free to reach out if any other questions pop up! I‘m always happy to discuss optimizing office efficiency.

Key Takeaways

The right printer improves productivity, while an inadequate one hampers operations. Keep this advice in mind while shopping:

Carefully measure monthly print volume and workload requirements

Seek models matching your most commonly used media sizes and connectivity protocols

All-in-one printers add scanning and copying functionality beyond just printing

Focus on print speed measured in pages per minute to gauge real-world performance

Calculate cost per page estimates to budget operating expenses

Prioritize investments offering maximum uptime through durable construction

Equipping your office with a printer aligned to present and future demands pays dividends through elevated efficiency and capacity to scale. I hope this guide made your buying decision clearer!

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