Getting a new printer for your office can be confusing.

There are multiple manufacturers to choose from (Xerox, HP, Lexmark, Brother, and others).  

When you need a new one, it’s often easiest to do a quick online search, pick a provider, and make a purchase. After all, a copier is a copier, right?Nope.

Copiers range in size from those that sit on your desk to those that need their own room. Paper handling capabilities, color or black and white, speed, operation cost, finishing options, and other bells and whistles are all items to consider during the selection process.

We’ve written about the best copier already, which you can read here (condensed version: the best copier is the one that meets your office’s needs).

To help you sort through the choices, here are 13 tips that’ll keep your search for the right copier or printer from turning into an unlucky choice.  

#1. Don't Over (or Under) Buy

Much like the little girl in the Three Bears story, you want to get the “just right” equipment for your office. A little-known fact about printers is that underused ones can break down just as often those that are overused. You don't want to pay for more capability than you actually need.

#2 - Do you need color?

If you don’t really need color, don’t buy a color printer or copier; they cost more. Assess your color output needs. If you do need color – to print a marketing brochure, for example – acquire a printer capable of color for that user group and black and white devices for everyone else.

#3 - Do you even need a new printer?

If you already have a device effectively handling your print and copy needs and just want to digitize documents, the better option could be a dedicated scanner. Printers and copiers today do a good job of scanning documents, however, depending on the volume and type of hard copy you need to scan, a scanner could be a better option. Determine your business goals first, then work with your copier partner to choose the right equipment.

#4 - How much does your office copy, print, and fax each month?

One way to estimate your document output volume is to track how many reams of paper you use in a month. Let’s say it’s four reams, that’s 2,000 pages daily. Multiply by five days in a week and four weeks in a month for a rough estimate of 40,000 pages per month. This provides an approximate baseline as you begin your search for a printer capable of the volume you require. Depending on how your office functions, you could end up with a single, higher-volume device or multiple lower-volume pieces of equipment. Your Printerpreter can help you decide your best options.

#5 - Do you have spikes in output?

If you have monthly print runs or quarterly marketing campaigns that push your volume of output higher than normal, be sure to acquire equipment that can handle those spikes. This goes back to the first tip, if you underbuy, you could run your machine down quickly.

#6 - Consider the paper you need to use.

Most people will use 18-20 bond paper and never need anything else. However, if you intend to print marketing materials or other customer-facing documents, you’ll probably want to use glossy paper and/or heavier stock. Not every copier and printer can handle all paper stocks. Be sure the device you’re considering can handle the types of paper you’ll use. Otherwise, you’re looking at maintenance issues and regular paper jams as you try to use paper stock your device can’t handle.

Law firms need to ensure the device can print legal and tabloid size documents -- not all models do. The same goes for printing labels or envelopes; if you use that functionality often, look for equipment that does that well.

#7 - Where will it live?

The location of your equipment will impact your choices. If you only have three or four feet of space available, some devices simply won’t fit! Luckily, there are various models with high levels of output that don’t take up very much space, so you’re not limited to low-output devices in those situations.

When space isn’t as much of an issue, offices sometimes think a single device is more cost-effective. However, you can get a boost in productivity (and redundancy) from two smaller devices you can locate closer to users.

#8 - Who will use the device?

For general purpose output or scanning and lots of casual users, look for a device that is easy to use with a large touch screen interface.

#9 - Security

For regulated industries, you may need devices with extra layers of security -- such as disk overwrite, card readers, and hard drive encryption. Printer security is important, so be sure to include any networked printer or copier in your security plan.

#10 - Do You Need to Fold (but Not Spindle and Mutilate)?

If you anticipate output projects that need folding, three-hole punch or other document finishing options, hone in on models you can upgrade later if needed.

#11 - Read reviews

Reviews aren’t just for cars and Amazon! Take a spin around the Internet and look for reviews. Consider asking for a referral and talking to someone who’s using the equipment you’re considering.

#12 - Can it track output?

You can’t control what you don’t measure. Many devices allow you to track equipment use down to the individual level. This will allow you to gain control over print costs, especially if you think you’re spending more than you should be (many offices are).

#13 - Is device management simple?

If you’re managing your copiers and printers in-house, device management is crucial. Look for equipment with easy-to-understand dashboards that can simplify administration of your print fleet.