EmailLaser or inkjet all-in-one? Do you need to fax?
Multifunction printers use either inkjet or laser technology. Inkjet all-in-ones are cheaper and print in color, but they are also slower. Laser MFPs are faster, but color models cost significantly more than monochrome units. Some MFPs have an integrated fax modem, which allows you to fax hard copies as you would with a regular fax machine. All-in-one printers without a fax modem can't fax hard copies, but you can scan a document and then fax it electronically through the computer. If you send faxes regularly, you might really appreciate the convenience of having an MFP with fax capability, but you can save money on your printer by skipping an internal fax modem. All-in-one printers with fax modems generally take up more desk space.
Be aware that your computer could already have a fax modem you can use to send faxes. Many PCs include them as part of their base configuration, though with the growth of broadband, some recent configurations omit them or offer them as an option at a modest extra cost. Windows versions prior to Vista also included faxing software, and all multifunction printers can scan documents. With Vista, fax software is only included in the Business, Ultimate and Enterprise versions of the operating system. It is not included in Vista Home Basic or Home Premium. However, Vista-compatible fax software is available from a number of third-party vendors.
It is certainly possible to send and receive faxes without having a dedicated fax machine or all-in-one printer. However, if you do any volume of faxing, it can be simpler, faster and more convenient to do so directly from a multifunction printer. Because email and other digital technologies are replacing faxing, fewer models in each generation of MFPs include the capability. Deciding on whether you want the fax component is probably your first consideration in choosing a multifunction printer. After that, you'll need to decide whether photo printing is a priority.
Experts say you should consider the following issues and features when shopping for a multifunction printer:
- Consider your faxing needs. Some all-in-one printers have a modem, which enables them to fax directly. Other printers have software that lets you scan a document, then fax it from your computer over the Internet. If you plan to send more than the occasional fax, that process can be cumbersome. Fax-capable MFPs also tend to be larger.
- Think about how often you'll print photos. If you want to print photos directly from a camera, look for a good-sized LCD preview screen, memory card slots and PictBridge capability. If you'll be printing a lot of snapshots, choose a model that performs well with digital photos.
- Measure your desk space. Multifunction printers take up significantly more desk real estate than regular inkjet printers, but they use much less desk space than separate devices would. In general, models without an automatic document feeder take up less space.
- Be aware of bloatware. Many multifunction printers require the installation of a lot of unnecessary software. These applets must load every time you boot your computer. Standalone printers don't have this issue. Some of these applications may be optional, though, and you can choose not to install them.
- The paper path matters if you print on heavier media. If you plan to print labels, card stock, envelopes or other challenging media, a printer's paper path should be a consideration. Look for a straight-through paper path option.
- Volume (duty cycle) matters for offices. Businesses that need a high volume of prints should consider the printer's monthly duty cycle. This figure is listed by the manufacturer. If you exceed a duty cycle, the manufacturer can use that as a reason for voiding your warranty.
- Paper capacity is important for volume printing. If you do a high volume of printing, you should get a printer with high-capacity input and output trays or drawers to save yourself from constantly reloading paper. Some manufacturers sell high-capacity paper trays as an option for certain multifunction printers.
- Duplex printing cuts down on waste. This is a time-saving convenience that allows automatic printing on both sides of a sheet of paper. Some printers offer a duplex tray as an optional accessory. Duplexing, though essential in a busy office, may not be worth the additional expense to home users, who can do it manually by printing odd pages first, then flipping the stack over and printing even pages.
- If you plan to connect to your printer through a network, make sure that the printer is network-compatible. Many multifunction printers have Ethernet ports for wired networking, and some also have wireless networking capabilities. Not all printers are network-ready.