How to Choose a Printer in 2023: Your Ultimate Guide to Finding the Perfect Printer

1. Assessing Your Printing Needs:

Identifying the types of documents you frequently print

When considering a printer, you must identify the types of documents you regularly print. Are you primarily printing text-based documents, colorful graphics, or high-resolution photos? Understanding your document requirements will help you select a printer that can handle your specific printing needs.

Determining the desired print quality (color or black and white)

The choice between color and black-and-white printing depends on your intended use.

A color printer is ideal if you frequently print documents that require vibrant colors or want to produce professional marketing materials.

However, a monochrome printer might be more cost-effective if most of your printing consists of text-based documents or black-and-white images.

Evaluating the average printing volume

A printer designed for low-volume printing might be sufficient for individuals or small businesses with low to moderate printing needs. These printers are often compact, affordable, and suitable for occasionally printing documents, photos, or school assignments. They are ideal for home offices, students, or personal use.

On the other hand, if you anticipate a high printing volume, such as in a busy office or commercial environment, you should consider printers specifically designed for high-volume printing. These printers are equipped with robust mechanisms that can handle large quantities of pages without compromising on quality or speed. They often have larger paper trays or optional paper feeders to accommodate more sheets, reducing the frequency of paper refills.

It’s important to note that high-volume printers are generally more expensive than their low-volume counterparts.

However, they are built to withstand heavy usage demands, ensuring consistent performance and durability over time. If your printing needs fall within this category, investing in a high-volume printer can be a cost-effective choice in the long run, as it minimizes downtime, maintenance, and the need for frequent replacement.

2. The Different Kinds of Printers:

Inkjet printers: Pros and cons, suitable use cases

Inkjet printers are versatile and widely used. They excel at producing high-quality prints, especially for color documents and photographs. 

• Inkjet printers have a lower upfront cost while still delivering quality results, making them a win-win option.
• Inkjet printers are well-suited for printing flyers, brochures, and graphics-intensive documents.
• The quality of inkjet printers can be enhanced by switching to premium inks like Elite Premium Inks.
• Inkjet printers allow printing on various types of media.
• Inkjet printers are ideal for small offices and businesses.

Our recommended inkjet printers:

Epson EcoTank L121 Ink Tank Printer

Epson L15150

Continuous Inkjet Printers: Pros and cons, suitable use cases

• CIS printers provide unmatched high-speed printing capabilities.
• CIS printers are perfect for all types of commercial printing, whether marking codes or label printing.
• While CIS printers may seem expensive initially, they offer long-term cost-effectiveness.

Laser/LED Printers

Laser printers are known for their speed, efficiency, and crisp text quality. They are commonly used in office environments that require high-volume and fast-paced printing.

Laser and LED printers utilize a light source to project images onto a rotating drum, which is then transferred onto the page using toner. These printers are extensively employed in commercial settings due to their low maintenance cost.

Notable features of laser/LED printers include:

• High-speed printing compared to other printer types.
• Ability to produce high-quality results for text and imagery.
• Compatibility with networking due to advanced memory and drive capabilities, making them suitable for large organizations and offices with multiple users.
• Although laser/LED printers may have high initial costs, their ongoing expenses are reasonable as toners are relatively inexpensive.

Solid Printers

Solid printers are unconventional devices that melt wax blocks onto paper, providing exceptional color printing and exquisite results.

Notable features of solid ink printers include:

• Ease of use and compact design.
• Elimination of cartridge disposal and expenditure on new cartridges.
• Lower cost compared to laser printer technologies.
• Capability to print a wide range of colors and deliver high-quality output.
• However, solid ink printers are prone to smudging and have limited availability, with only a few models.

All-in-one printers

All-in-one printers combine printing, scanning, copying, and sometimes faxing (jump to Faxing for more info) capabilities into a single device.

They are convenient for home offices with limited space and offer a range of features that enhance productivity. 

All-in-one printers are inkjet or laser types, making them suitable for home and business use. 

Our recommended all-in-one printer: 

Epson L3210

Epson L3250

Epson L5290

Canon G2010

Canon G4010

3. Researching Printer Features:

Automatic document feeder (ADF) for easy scanning and copying

An automatic document feeder simplifies scanning and copying tasks by automatically feeding multiple pages. 

• Streamlined Workflow: The ADF enables efficient and continuous scanning or copying without manually placing each page on the scanner bed. This feature is handy when working with multi-page documents, conducting batch scanning, or copying tasks.

• Document Handling Flexibility: The ADF can handle different document sizes and types, including letter-sized, legal-sized, or even smaller documents like receipts or business cards. It ensures consistent and reliable document feeding and accurate scans or copies.

Duplex printing capabilities for double-sided printing

Duplex printing allows for automatic double-sided printing, saving paper and reducing costs. 

• Paper Conservation: Duplex printing helps reduce paper waste by utilizing both sides of the paper. It is an environmentally friendly feature that significantly decreases paper consumption over time.

• Cost Savings: Duplex printing can help lower printing costs by optimizing paper usage. You can maximize the number of documents printed per paper ream, saving money on paper purchases in the long run.

• Professional and Polished Output: Printing documents in duplex mode provides a more professional appearance, especially for reports, brochures, and presentations. It gives your printed materials a polished and high-quality look.

Mobile printing options for convenience

Mobile printing enables you to print directly from your smartphone or tablet. 

Scanning

Scanning capabilities are valuable for digitizing documents or sending them electronically. Scanning can convert physical documents and images into digital files.

Faxing

Faxing is a method of transmitting documents electronically over a telephone line. It allows you to send and receive printed materials, such as documents or images, to and from other fax machines or devices equipped with fax capabilities.

If faxing is necessary for your business communications, consider printers with built-in fax capabilities.

4. Considering Connectivity Options:

USB connection: benefits and compatibility considerations

USB connections provide a reliable and straightforward method for connecting your printer to a computer. Connect the printer to your computer using a USB cable, and you can print, scan, or perform other functions. This direct connection ensures a stable and secure data transfer between the printer and your device.

• Plug-and-play functionality: Your computer will automatically detect the printer once connected. USB Connection eliminates the need for complex setup procedures or software installations, making it easy to get your printer up and running quickly.

• Broad compatibility: USB connections are widely compatible with various operating systems, including Windows, macOS, and Linux, ensuring that you can use your all-in-one printer with different devices, regardless of the operating system you are using.

• Versatile usage: USB connections support a range of functions beyond printing. You can use the USB connection to scan documents directly to your computer, transfer files between devices, or even print from USB drives by plugging them into the printer’s USB port.

However, USB connections have maximum cable length limitations.

Typically, USB 2.0 has a total cable length of about 5 meters (16 feet), while USB 3.0 and 3.1 have a maximum cable length of about 3 meters (9 feet). Consider other connectivity options, such as wireless or Ethernet connections, if you require longer distances between your printer and computer.

 Wi-Fi connectivity: Wireless printing advantages

Wi-Fi connectivity allows you to print wirelessly from multiple devices without a physical connection, providing flexibility and convenience.

• Network Accessibility: All-in-one printers with Wi-Fi connectivity can be accessed from any device connected to the same Wi-Fi network. This feature is handy in a home or office setting where multiple users need to share the printer. Whether you’re printing from a desktop computer in your study or a laptop in the living room, as long as both devices are connected to the same Wi-Fi network, you can effortlessly send print jobs to the printer.

• Mobile Printing: Wi-Fi-enabled all-in-one printers often support mobile printing technologies, such as Apple AirPrint for iOS devices or Google Cloud Print for Android devices. These technologies allow you to print directly from your mobile device without a computer. Whether you’re printing emails, photos, or web pages, mobile printing brings convenience and accessibility to the palm of your hand.

Cloud printing: Printing documents directly from cloud storage services

Wi-Fi connectivity opens up the possibility of cloud printing, where you can directly print documents and files stored in cloud storage services like Google Drive, Dropbox, or Microsoft OneDrive. With cloud printing, you can easily access and print your files from anywhere, even away from your home or office. This feature is handy for users who frequently work with cloud-based documents or need to access files on the go.

Wi-Fi connectivity often comes with additional features that allow you to manage and monitor your printer remotely. Some printers offer companion mobile apps or web-based interfaces that enable you to check ink or toner levels, monitor print progress, and even initiate scans or copies from your device. These management capabilities enhance the overall user experience and provide convenience and control.

Ethernet connection: Networked printing advantages

Ethernet connections enable networked printing, making it suitable for offices with multiple users or shared printers.

• Print Server Functionality: Ethernet-connected printers often support print server functionality. A print server is a centralized control point for managing print jobs within the network. It allows administrators to monitor print queues, allocate printing resources, and implement print policies. This centralized management streamlines printing ensures efficient resource utilization, and enhances print job control.

• Increased Bandwidth for Large Print Jobs: Ethernet connections provide higher bandwidth than wireless connections, making them suitable for handling large print jobs or high-resolution print files. In professional settings where printing complex graphics, detailed diagrams, or large-format documents is common, Ethernet’s increased bandwidth ensures faster and smoother printing, minimizing wait times and maximizing productivity.

• Reduced Interference: Ethernet connections are not susceptible to the same interference issues as wireless connections. Since Ethernet relies on physical cables, it eliminates potential signal interruptions or degradation caused by environmental factors or other wireless devices. This stability ensures consistent and uninterrupted printing performance.

NFC (Near-Field Communication): Convenient printing from NFC-enabled devices

NFC technology enables quick and hassle-free printing from NFC-enabled smartphones or tablets. 

• It offers a fast and efficient connection for quick printing.
• It simplifies the setup process with a straightforward tap-to-print approach.
• It requires both the device and printer to have NFC technology for seamless functionality.
• Well-suited for offices, it eliminates the need for extensive power and reach like wireless devices.
• It provides added security by requiring proximity for printing, reducing the risk of unauthorized access.
• It enables business owners to control printer usage and monitor printing consumables fully.

 (Jump to FAQ: NFC Connection vs. Wi-Fi Printing)

SD card slot: Printing documents directly from an SD card or memory card

Printers equipped with SD card slots offer the convenience of printing directly from an SD card or memory card. This feature is very similar to using USB for your printer connection. 

4. Evaluating Space and Size Constraints:

Assessing the available space in your home office

Before purchasing a printer, evaluate the available space in your home office. Measure the dimensions and consider the layout to determine the appropriate printer size that fits comfortably within your workspace.

Considering the size and dimensions of different printer models

Different printer models vary in size and dimensions. Compare the measurements of the printers you’re interested in to ensure they fit within your available space without compromising functionality.

Inkjets are perfect for your table tops or shelves, while laser/led printers tend to be very heavy.

Compact printer options for limited space

Consider compact printer models for small offices or home environments with limited space. Here are a sample of compact printers you can use: 

Epson EcoTank L121 Ink Tank Printer 

Epson L3210

Epson L3250

• Canon E410

5. Comparing Print Speeds and Resolutions:

Understanding pages per minute (PPM) ratings and their significance

Pages per minute (PPM) ratings indicate the speed at which a printer can produce printed pages. It is a standardized measurement used by manufacturers to indicate printing speed. The higher the PPM rating, the faster the printer can create printed pages.

• Time Savings: A higher PPM rating means the printer can quickly complete printing tasks–This is especially important when dealing with large print volumes or time-sensitive documents. Faster printing speed translates to time savings for individuals and businesses.

• Workload Management: PPM helps you assess whether a printer can handle your printing requirements effectively. If you have high printing demands, a printer with a higher PPM rating can handle the workload more efficiently, minimizing waiting times and bottlenecks.

• Meeting Deadlines: In a professional setting, meeting deadlines is crucial. Printers with higher PPM ratings allow you to print documents promptly, ensuring you can deliver reports, proposals, or other materials on time.

• Productivity Boost: Faster printing speed enhances overall productivity in the workplace. Employees spend less time waiting for print jobs to complete, allowing them to focus on other essential tasks. It reduces downtime and increases efficiency.

Considerations for PPM Ratings: 

While PPM is an important metric, it is essential to consider a few factors when evaluating PPM ratings:

• Real-world Performance: Manufacturers determine PPM ratings based on ideal conditions, such as printing simple text documents. Real-world performance may vary depending on the complexity of documents, such as graphics or images, and the printer’s processing capabilities.

• Print Quality: Higher PPM ratings sometimes result in a compromise in print quality. It is essential to balance speed and print resolution, ensuring the printer can maintain acceptable print quality while delivering faster printing speeds.

• Usage Scenarios: Consider your specific printing needs and usage scenarios. A higher PPM rating may be more critical if you primarily print text-heavy documents. However, if you frequently print graphics-intensive or high-resolution copies, a slightly lower PPM rating with better print quality might be preferable.

• Other Features: While PPM is significant, it should not be the determining factor. Consider additional features like print resolution, connectivity options, and overall print quality to ensure the printer meets your requirements.

Evaluating print resolution for crisp and clear prints

Evaluating print resolution is essential when choosing a printer, as it directly impacts the quality and clarity of your printed documents. Print resolution determines the level of detail and sharpness in printed copies or images. The print resolution affects text legibility, graphic quality, and document professionalism. 

Higher print resolution enhances aesthetics and gives business reports, marketing materials, or presentations a polished look. Higher print resolution accurately renders lines, shapes, and colors when printing visual elements like charts or diagrams, leading to better comprehension and visual impact.

6. Considering Cost Factors:

Assessing the initial printer cost and long-term maintenance expenses

Take into account the initial purchase price of the printer. Compare prices across different brands and models to find the best value for your budget.

Research the potential maintenance costs of the printer. Some printers may require regular servicing or replacement parts, which can add to the overall expenses over time. Consider the availability and price of replacement parts to ensure long-term affordability.

(table of the suggested printer vs. alternative)

Factoring in the cost of ink or toner cartridges

Ink or toner cartridges contribute significantly to the overall cost of printing. 

• Cartridge compatibility: Check if the printer supports third-party or generic cartridges, often more affordable than original brand cartridges–This can help reduce the cost of consumables.

• Cost per page: Consider the cost per page for printing. Different printers and cartridges have varying page yields and costs. Calculate the average price per page to determine the most cost-effective option for your printing needs.

Read LD Products’ instructions on calculating your printer’s cost per page.

• Ink or toner efficiency: Look for printers that offer high ink or toner efficiency, meaning they use ink or toner more effectively and minimize wastage. When evaluating ink cartridges, it’s crucial to determine their page yield, which refers to the number of pages a cartridge can print before replacing them. Higher page yield cartridges are more cost-efficient. It’s worth noting that some printers are compatible with extra high-yield cartridges, while others may not support them.

Evaluating energy efficiency and power consumption

Energy-efficient printers can help reduce electricity costs and environmental impact. 

To identify energy-efficient printers, look for the Energy Star label on the printer. Energy Star is a program that certifies energy-efficient products. Printers with Energy Star certification meet strict energy efficiency guidelines and consume less power during operation.

You can also review the printer’s printer’s power consumption specifications, which the manufacturer usually provides. Look for information on power consumption in different modes, such as printing, standby, and sleep mode. Lower power consumption ratings indicate higher energy efficiency.

7. Reading Reviews and Seeking Recommendations:

Checking online reviews from reliable sources

Read reviews from trusted sources to gather insights and feedback from other users who have experience with specific printer models. 

 Look for trusted technology publications, professional review websites, or verified customer feedback platforms. These sources often conduct thorough testing and provide unbiased opinions, allowing you to make well-informed decisions. 

Assessing Product Performance

One of the primary benefits of checking online reviews is the ability to assess the performance of different printer models. By reading reviews from users who have already purchased and used the printers, you can gain insights into their real-world performance. Insights include print quality, speed, reliability, ease of use, and durability.

Identifying Strengths and Weaknesses

Reviews often highlight the strengths and weaknesses of printers. Analyzing multiple studies, you can identify recurring themes or issues users have experienced. This information helps you assess whether a particular printer aligns with your needs and preferences.

Exploring Features and Functionalities

Online reviews provide valuable insights into the various features and functionalities of printers. They can provide information about advanced features like wireless connectivity, mobile printing capabilities, touchscreen interfaces, and cloud integration. Reviewing reviews lets you determine if a printer offers the required features for your printing tasks.

Comparing Different Models

Reviews allow you to compare multiple printer models side by side. You can gather information about the pros and cons of each model and make informed comparisons based on factors that are important to you, such as print quality, speed, cost per page, and overall value for money.

Evaluating Customer Satisfaction

Reviews indicate overall customer satisfaction with a particular printer model. Positive reviews from many users suggest that the printer is reliable and meets their expectations. Conversely, negative reviews can alert you to potential issues or drawbacks affecting your decision.

8. Summary

• Assess your printing needs by considering the types of documents you frequently print, desired print quality (color or black and white), and average printing volume.

• Understand different printer types, such as inkjet printers (popular for household use), laser printers (commonly found in business settings), and all-in-one printers (combine printing, faxing, copying, and scanning capabilities).

• Consider various connectivity options like USB, Wi-Fi, Ethernet, NFC, cloud printing, and SD card slots for convenient printing from different devices and sources.

• Evaluate your home office’s space and size constraints to find a suitable printer.

• Research printer features like automatic document feeders (ADFs), duplex printing, mobile printing options, scanning, and faxing to meet your specific requirements.

• Compare print speeds and resolutions, considering the pages per minute (PPM) rating for speed and print resolution for crisp and clear prints.

• Consider cost factors, including the initial printer cost, long-term maintenance expenses, ink or toner cartridge costs, and energy efficiency.

• Read online reviews from reliable sources and seek recommendations from trusted individuals to make an informed decision.

Happy printing!