Top 3 Printer Brands for Schools (2024)

As the sun sets on Summer and the 2024-2025 school year draws closer, many schools prepare for the tough month of August. 

Between new school supplies, books, onboarding new teachers, hiring staff, and doing your best to keep schools safe and clean for students, it can be difficult easing back into the busy Fall season.

One of the bigger expenses you may be considering for the upcoming year is office equipment, printers, and scanners for your staff and students. This can be a big hurdle for some schools, especially when you consider how many copier printers you need to keep your school running optimally. 

For example, if you need a copier printer in every classroom, plus one or two large multifunction machines in teachers’ lounges, administrative offices, and some heavy-duty printers for school computer labs, the costs can really add up. That’s why it is best to choose a good printer brand to work with from the get-go. 

There are over 25,000 printer companies in the United States, and that can make choosing the right printer brand a bit complicated. 

You may be wondering what the difference is between a big brand and a smaller one or whether you should you buy locally or globally.

Luckily, STPT has been in the printer industry for almost 40 years, and we want to use our expertise to help make the start to the new school year a little easier for you. 

In this article, we will explain the differences between 3 of the top printer brands for schools this year, and we’ll tell you the big questions you need to ask before choosing your school’s printer brand.  

3 Questions Schools Should Ask Before Choosing a Printer Brand 

At STPT, we want our customers to be informed. Our goal is to use our industry expertise to arm you with the knowledge you need to make the best buying decision for you.

So, before jumping into our list, let’s go over the 3 main questions you need to ask when choosing a printer brand to work with. 

1. Is the Printer Brand Reputable? 

Have you ever heard the term “brand loyalty?” 

This term is generally used to mean that customers tend to stick with big, well-known brands. There are many reasons why customers practice brand loyalty, but a big one is reputation.

When choosing a printer brand, you may want to consider the following questions about its reputation:

•    How long has the brand been in the industry?
•    Are other customers satisfied with their equipment? 
•    Are they communicative, responsive, and easy to work with?

The brands on our list are all big companies that are known for being trustworthy. They have all been big players in the printer industry for decades, so choosing one of the brands on this list guarantees you’ll be working with a printer brand that is known for excellence.

2. Does the Brand Offer Specialized Features Suitable for Schools?

Naturally, you want to choose a printer brand that offers features, products, and services that are best designed for the school ecosystem. 

Some products and services we considered when making this list were: managed print services, printer multifunctionality, product offerings, such as office and large production machine availability, as well as dedicated scanner options. We also considered the known effectiveness of the brand’s features by reading product reviews. 

Large school ecosystems are likely to benefit from managed print services. It is also possible you’ll require a range of copier printers in different sizes with various output capacities and capabilities to support all the printing needs of your school.

Pro Tip: In our professional opinion and based on our experiences, school districts should not buy used equipment. Schools tend to use their copier printers to their maximum capabilities. Buying used machines for this level of use can lead to high rates of service calls and device failure. 

3. Does The Printer Brand Offer Products That are Easy to Use? 

This question is one any consumer should ask, particularly if they want machines that are intuitive and easy to use. 

Because schools need printers that are usable for administrators, teachers, and students, it is best to consider machines that are easy to understand. You don’t want to choose office printers that are so hi-tech they can’t be utilized by staff members or unfamiliar students.

This means that it is best for schools to consider printer usability as a key feature when choosing which printer brand to use. 

3 Best Printer Brands for Schools 

Important note: this list represents the top 3 best printer brands for schools in 2024, but the brands are not listed in any particular order. 

Using the 3 questions discussed above, we came up with a short list of the top 3 printer brands for schools, considering their reputation, product and service offerings, and product usability.

1. Canon   

One of the major global players in the equipment industry with roots in both Japan and the U.S., Canon specializes in cameras and printers.

Canon offers office products that are very suitable to the needs of schools, including personal, office, and production printers, and professional print services for customers.  

These days, many schools need student and personnel IDs to ensure the safety of everyone on campus, so Canon is a good choice because they offer a large range of production options that are necessary for schools, including ID Card Printers, Label Printers, and Badge printers. 

Check out our blog comparing Xerox and Canon for more information about how Canon compares to another global brand.

2. Ricoh

Founded in Japan in 1936, Ricoh offers a variety of printer and scanner options for workgroups of all sizes. Whether you’re a small school or a large school system, Ricoh makes machines that can handle the volume of printing you require.

Ricoh can reliably supply schools with copier printers that are multifunctional and easy-to-use. They also offer products in a variety of sizes and with various levels of output capability, including photo printers.

Ricoh is a well-known company with global recognition in the industry, making it a good printer brand to trust. It currently sells office equipment in over 200 countries around the world.

You can check out our blog comparing Xerox and Ricoh for a detailed explanation of the similarities and differences between two of the biggest printer brands in the industry. 

3. Xerox

Xerox is a U.S. company known for the creation of the first xerographic copier.

Other big printer brands, like Canon for example, focus on multiple markets for office solutions, whereas Xerox is dedicated primarily to printer copiers and other office equipment solutions. They offer a variety of solutions and products that serve an array of business needs. 

Xerox devices support apps and are easy-to-use, making the Xerox brand an intuitive pick for a private school or public school system that needs to provide devices for staff and students alike.

As one of the top U.S. based printer brands that offers strategic features and services, Xerox rounds out our list of the 3 best printer brands for schools.

Finding a Local Option That Offers Your Ideal Printer Brand and Additional Services

Many of these big printer brands offer local buying options using local vendors. Local vendors, like STPT, sell the company’s products to select local customers in particular areas. For example, STPT serves the North Texas, Oklahoma, and DFW metroplex, so we work with small businesses and individuals who want to buy or lease Xerox products.

There are a few benefits for going with a local vendor, such as: more accessibility, direct points of contact, and convenient location for service needs and routine maintenance.

Print vendors are a good option for schools because they give you a more local, direct line of communication for purchasing, maintenance, and other printer questions. 

Schools are local to specific areas, and it makes sense that they may be better served by another local business, rather than the globally-based manufacturing company itself.

The main benefit of choosing a print vendor is that you get big brand quality but with a local feel. 

For more info, read our blog that compares working with a printer brand vs. a local vendor.

Need Help Choosing the Best Printer Brand for Your School?

There are many printer brands on the market and many model options to choose from. As the school year begins, our experts at STPT know you need a reliable source for office equipment, solutions, and services.

We want to help you make the best printer decisions for you and your school, and this means helping you figure out which printer brand is right for you, your teachers, and your students.

Now that you know a bit more about the best printer brands for schools, the next step is deciding which machines are right for you.

Click the link below to download your free copy of the Complete Guide to Leasing or Purchasing a Printer for Your Business or reach out to us for more information.