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Why You Need a Multifunction Printer and How to Choose One

A happy businesswoman stands in front of a multifunction printer holding copies while talking on the phone in an office.

Outdated equipment can affect your efficiency and focus. One upgrade that has multiple benefits is a multifunction printer. This device can be a valuable addition to any office and boost productivity. Here, we’ll explain what a multifunction printer is, why you need it, and how to choose the best one.

What Is a Multifunction Printer?

A multifunction printer is a piece of office equipment that does it all. This machine is a blend of a printer, fax machine, copier, and scanner. Multifunction printers were originally targeted for home use and small businesses, but now you can purchase robust models for medium to large business use.

For most modern offices, a multifunction printer represents an effective and easy-to-use document solution. Understanding the benefits of using this machine can help you choose the right one.

Why Do You Need a Multifunction Printer?

Multifunction printers could be extremely beneficial for any office. Here’s why purchasing a multifunction printer could be an excellent investment.


Convenience is one of the biggest advantages of multifunction printers. As the name says, these printers have numerous functions and allow you to scan, copy, print, and fax documents in a few clicks. Thanks to this, you won’t have to use multiple devices for different tasks.

Space Savings

As mentioned, a multifunction printer replaces numerous machines like copiers and scanners. Besides being convenient, multifunction printers save you a lot of space. Instead of having multiple machines for managing your documents, you can use just one without compromising on functionality. These printers are especially useful for smaller offices and those that don’t have a lot of available space.

Easier and More Affordable Maintenance

When you have multiple machines for document management, one of the biggest concerns is maintenance. These machines often have different maintenance needs, and keeping track of them can be confusing, not to mention expensive. This isn’t a problem with a multifunction printer. You only have one machine to maintain, which is much easier and less costly.

Cost Savings

A multifunction printer typically costs more than a traditional printer. However, purchasing one is still much more affordable than buying multiple machines for scanning, faxing, and copying documents. You can enjoy enhanced functionality without paying for each feature.

Plus, you’ll notice your utilities are lower. Since fewer machines are running, power consumption is reduced significantly.

Improved Document Management

Multifunction printers let you centralize your printing infrastructure. Such printers usually have software that allows you to connect them to computers, mobile phones, or tablets. Thanks to this, you can use the machine even if you’re not near it.

More Control

Keeping track of your printing environment is challenging, especially if you have multiple devices. With a multifunction printer, access control and tracking become much easier. Having more control over the printing environment can help you reduce costs and enhance productivity.

Ease of Use

Different machines have different interfaces, and learning how to use them can be time-consuming and frustrating, especially for those who aren’t tech-savvy. With a multifunction printer, this is never an issue. You only need to get familiar with one interface. Many printers now feature intuitive touchscreens and controls, so that you can get to the desired option in only a few clicks.

How to Choose the Best Multifunction Printer

Multifunction printers have different capabilities. Choosing one that suits your needs is essential if you want to get the best value for your money. Here’s what to consider when purchasing a multifunction printer.


Printers can be divided into numerous types. The two most popular types are inkjet and laser printers. Inkjet printers spray microscopic drops of ink onto the paper. They are typically smaller and more affordable, but their maintenance can be quite costly. Laser printers use a laser beam to transfer text and images onto paper. These printers are a more expensive investment initially but have a lower cost per page in the long run.

Those looking for a home printer for printing small volumes of documents should look into inkjet printers. If you want to print large quantities, a laser printer may be a better choice.

Print Speed

Print speed is one of the vital factors to consider when buying multifunction printers. This number shows how many pages a printer can produce in a certain amount of time. In most cases, the speed is expressed as “ppm” (pages per minute) on a printer’s specifications.


Multifunction printers usually have high resolutions. Still, you should determine what resolution you expect and need. For example, a law firm typically doesn’t have the same resolution needs as a graphic design company.

ENERGY STAR Certification

ENERGY STAR is a government-supported program that identifies devices, equipment, factories, and electronics with superior energy efficiency. Thus, the program helps individuals and organizations save money and reduce greenhouse gas emissions. If you want to be more environmentally friendly and reduce costs, look for a multifunction printer with an ENERGY STAR certificate.


Many multifunction printers have internal storage spaces that let them save documents and photos and operate smoothly. This memory is usually expressed as “RAM,” “SSD,” or “HDD” on the specs. If you have high printing needs, you should get a printer with a high memory capacity. Otherwise, your printer may struggle to complete different tasks.


Not all multifunction printers can carry out numerous tasks simultaneously. Of course, this doesn’t have to be an issue if you don’t need to multitask. However, if you want to access a feature while other features are in use, you need to choose your multifunction printer carefully to avoid downtime due to bottlenecks.

Make the Right Choice

Multifunction printers are easy to use and can meet the printing needs of nearly any modern office. Due to their functionality, these printers enhance productivity, offer convenience, and save space. Plus, they’re cost-efficient and give you more control over the printing environment.

If you’re looking for a high-quality multifunction printer in the Tulsa area, reach out to JD Young today. We’ll help you choose the best multifunction printer for your needs.

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