Which Printer is Best for Office Use?

When choosing a printer for your office, there are a few key factors to consider: print speed, print quality, cost per page, paper handling capabilities, connectivity options, and maintenance requirements. By evaluating printers based on these criteria, you can determine which model will best meet your business’s unique printing needs.

Which Printer is Best for Office Use?

Print Speed

One of the most important considerations is print speed, usually measured in pages per minute (PPM). If employees frequently need to print large reports or high volumes of documents, a faster printer can save significant time. Laser printers tend to be speedier than inkjet models. However, print speeds can vary widely within each printer type, so check manufacturers’ specifications.

Print Quality

The printer’s output should be professional and crisp, especially if you regularly print marketing collateral, client proposals, or other business documents. Laser printers typically produce better text quality, while inkjet models excel at printing graphics and photos. Print resolution is measured in dots per inch (DPI)—the higher, the better.

Cost Per Page

To calculate total printing costs, look at both hardware pricing and cost per page based on toner or ink cartridge yields. Monochrome lasers tend to have the lowest cost per page, making them a budget-friendly choice for offices that mostly print black and white documents. Ink costs more over time, but color inkjet printers have fallen in price.

Paper Handling

Evaluate each printer’s standard and maximum paper capacities. Offices that handle lots of printing may require models with large input trays or optional high-capacity input accessories. Also check supported paper sizes and weights to ensure the printer can accommodate letterhead, envelopes, labels, thick cardstock, etc.


Most office printers connect via USB, Wi-Fi, and Ethernet. Wi-Fi enables printing from mobile devices and laptops without cables. Ethernet connections offer more stability and security. Some printers also support printing directly from the cloud or SD cards. At minimum, a printer should have USB and Wi-Fi connectivity.

Maintenance Requirements

Consider the time and cost associated with upkeep based on the model’s duty cycle, recommended print volumes, and consumables lasting. Laser printers tend to require less frequent toner replacements but may need maintenance kits installed to keep them in optimal condition after so many pages.

Key Things to Look for in an Office Printer:

  • Print speed of at least 25-30 PPM
  • High print resolution for professional output – minimum 1200 x 1200 DPI
  • Low cost per page for black and color printing
  • Large paper capacity of at least 500 sheets
  • Durable monthly duty cycle over 50,000 pages
  • Auto duplexing for two-sided printing
  • Touchscreen interface for easy operation
  • Ethernet and wireless connectivity for flexible device printing
  • Expandable input capacity for higher volume printing

Recommended Printer Models for Offices:

1. HP Color LaserJet Pro M255dw

This color laser printer outputs professional-quality documents at speeds up to 22 ppm black and white or 18 ppm color. It can hold up to 550 sheets of paper expandable to 900 sheets. The 2-line LCD screen allows for intuitive control and configuration. Its cost per page is competitive for both color and monochrome printing.

2. Brother HL-L2395DW Monochrome Laser Printer

The Brother HL-L2395DW is an affordable, high-performing monochrome laser printer ideal for medium to large workgroups. It prints quickly at 36 ppm with the first page out in just 6.5 seconds. The 250-sheet paper capacity handles letter or legal-sized media and is expandable to 1,300 sheets. It connects via Wi-Fi, Ethernet, USB, and supports various mobile printing protocols.

3. Canon ImageClass MF264dw All-in-One Printer

This versatile Canon color laser all-in-one printer copies, scans, faxes, and prints. It reliably delivers 24 ppm for black and white or color output. The integrated 50-sheet duplex automatic document feeder enables convenient two-sided copying and scanning. Wireless, Ethernet, USB, and mobile connectivity provide a variety of access points for multiple users. It also has the lowest operating costs of Canon consumer laser printers.

Key Takeaways

  • Evaluate both the upfront and long-term costs when selecting an office printer, including hardware pricing and cost per page.
  • Faster print speeds, measured in PPM, accommodate quick turnarounds and high volume printing. For most offices, 25-30 PPM is sufficient.
  • Print resolution, measured in DPI, determines sharpness and clarity. At least 1200 x 1200 DPI produces professional, publication-quality output.
  • Routine high volume printing requires printers with monthly duty cycles over 50,000 pages and higher paper input capacities around 500-550 sheets.
  • Versatile connectivity via USB, Wi-Fi, Ethernet, and support for mobile printing protocols allows staff to print from any device.


The ideal office printer delivers consistently fast, high quality output with low operating costs. It should provide flexible paper handling options and connections to print from the devices employees regularly use. The HP Color LaserJet Pro M255dw, Brother HL-L2395DW, and Canon ImageCLASS MF264dw combine speed, professional quality, affordability, and ease of use for maximum productivity. Evaluating models based on key criteria ensures your business chooses the most suitable printer to meet its daily demands.

Frequently Asked Questions

  1. What is the fastest printer for an office?
    The Brother HL-L2395DW Monochrome Laser Printer offers the fastest print speeds optimal for offices at 36 pages per minute.

  2. What printer has the lowest cost per page?
    Monochrome laser printers like the Brother HL-L2395DW tend to have the lowest cost per page, around 3 cents for black and white printing.

  3. What printer can handle the most paper?
    The Brother HL-L2395DW holds 250 sheets in the main tray expandable up to 1,300 sheets with optional additions, enabling a high maximum paper capacity ideal for larger offices.

  4. What printer has the best print quality?
    The HP Color LaserJet Pro M255dw produces vibrant color graphics and ultra sharp 2400 x 600 DPI monochrome text well-suited for professional office documents.

  5. What is the most reliable office printer brand?
    HP and Brother printers are recommended as reliable, durable options for routine high-volume office printing based on strong track records averaging 60,000 to 80,000 page monthly duty cycles.

  6. What printer requires the least maintenance?
    The Canon ImageCLASS MF264dw requires less frequent toner replacements than competing laser printer models, for less ongoing maintenance.

  7. Which printer has the lowest price?
    The Brother HL-L2395DW costs less than $200, making it the most budget-friendly high-performing monochrome laser printer recommended for offices.

  8. Which color printer is cheapest to operate?
    The Canon ImageCLASS MF264dw has the lowest cost per page of all Canon consumer color laser printers, at just 8.4 cents for monochrome and 16.4 cents for color pages.

  9. What printer has a touchscreen interface?
    The HP Color LaserJet Pro M255dw features an easy-to-use 2-line color touchscreen interface for intuitive navigation and configuration.

  10. Which printer supports the most connectivity options?
    The Brother HL-L2395DW offers versatile device connectivity via Wi-Fi, Ethernet, USB 2.0 interface, NFC for mobile device printing, and supports AirPrint, Google Cloud Print, Mopria Print Service.

  11. What printer automatically prints double sided pages?
    Both the Canon ImageCLASS MF264dw and HP Color LaserJet Pro M255dw come equipped with auto-duplexing capabilities to easily produce two-sided printed output without user intervention.

  12. Which printer is better for scanning and copying?
    As an all-in-one model, the Canon ImageCLASS MF264dw includes robust color scanning and copying functions with a 50-sheet Duplex ADF built right in, making it the best choice for offices that frequently photocopy or scan documents.

  13. What printer takes up the least desk space?
    The compact Canon ImageCLASS MF264dw all-in-one measures just 15.7 x 16.0 x 19.0 inches, with a small, space-saving footprint designed to minimize its desk footprint.

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