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Looking for a copier or printer for your business? You’ve probably heard the terms "all-in-one printer" or "multifunction printer." If you’re curious about what an all-in-one printer is and how it’s different from a regular printer or copier, you’re in the right place.
With nearly 40 years of experience in the printing industry, we know a lot about multifunction printers. In this article, we’ll break down what a multifunction printer is, its advantages, the best users for it, and what you should consider when choosing an MFP.
What Is an All-in-One or Multifunction Printer?
An all-in-one printer, also called a multifunction printer (MFP), can copy, print, scan, and fax—all in one machine.
Think of it as combining all your office machines into one device. Instead of finding space for a printer, copier, and scanner, you can just use an all-in-one printer. This not only saves space but also cuts down on your electric bill since you only have one device to power. These machines come in various sizes, from those that can sit on a desktop to floor-standing models like the one below.
Plus, many MFPs can be upgraded with extra features and finishing options to meet your needs.
Modern MFPs are pretty smart too! They can connect to the internet, run apps, and even come with touchscreens.
AltaLink C8200 Series model
What are the Benefits of an All-in-One Printer?
Increased Productivity
Did you know that people spend about 30% of their workday managing documents? This includes printing, scanning, copying, filing, and retrieving. With a multifunction printer (MFP), all these tasks are streamlined into one device, cutting down the time and hassle of running to multiple machines. Plus, MFPs often have higher print speeds and larger monthly print volumes, helping you get through your tasks faster.
Many MFPs also offer finishing options like stapling, hole-punching, and booklet-making, so you can complete professional-looking projects right at the printer.
Advanced Technology
Many MFPs include touchscreen interfaces that have the look and feel of a tablet. These user-friendly panels allow for customization, so you can set up shortcuts for the tasks you do most often, minimizing the time spent navigating menus.
They also connect to cloud-based app ecosystems like the Xerox App Gallery or Canon Application Library, enabling tasks like scanning to common cloud storage services, translating documents, or organizing files. These tools simplify workflows and boost efficiency.
Check out our blog on 6 Copier/Printer Apps You Need to Increase Office Productivity.
Energy Savings
Energy efficiency is another major advantage of MFPs. The Smart Proximity Sensor found in devices like Xerox AltaLink printers detects when someone approaches and automatically wakes up the device. Once you walk away, it goes into sleep mode, saving energy without you having to remember to turn it on or off.
Other sustainability measures like ENERGY STAR certification, further reduce energy usage and lower utility costs.
Cost Savings
MFPs are cost-effective for several reasons. Instead of buying and maintaining separate devices for printing, scanning, copying, and faxing, you only need one machine. This means fewer maintenance costs, fewer repairs, and less energy usage.
They also make going paperless easier by offering scanning features and integration with cloud storage platforms like Google Drive or Dropbox. This reduces the need for physical storage space and saves money on supplies like paper and toner.
If your business depends on frequent printing, scanning, or copying, investing in an MFP is a smart choice. By optimizing your equipment, you save on both labor and operating costs.
Who Would Be a Good Fit for an All-in-One Printer?
These machines are ideal for any business or organization that needs to create printed materials. Whether you’re making invoices, marketing brochures, classroom handouts, or forms that need signatures, these machines can do it all.
With the trend moving away from physical printing, the need for scanning is increasing. Instead of having separate devices for printing and scanning, an all-in-one printer can handle everything. This is especially useful if your office has limited space. You can choose from a variety of sizes and durability levels to match your printing needs and how many users will share the printer.
When Is a Good Time to Buy an All-in-One Printer?
Most manufacturers offer promotions throughout the year, so there’s no bad time to buy. It depends on the circumstances surrounding your business climate. For example, schools typically tend to install during the summer, when school is out of session. Businesses tend to purchase towards the end of their fiscal year.
If you’re preparing for a busy season of printing, it’s essential to ensure your equipment is ready to handle the increase. This might mean getting a new printer. If your current machine is not working well, replacing it is crucial to avoid issues that could hurt your business processes.
How Much Does an All-in-One Printer Cost?
The costs can vary based on your business type and monthly print volume (how many pages you print each month with your MFP).
If your business prints a lot, investing in a larger printer that can handle more pages is usually a smart move. While it may cost more upfront, you'll likely save money over time because it’s built for heavy use.
On the flip side, if you don't print much, a smaller all-in-one printer will be a better choice for your budget.
Learn more about the true cost of a multifunction printer here.
What To Consider Before Buying a Multifunction Printer
► 1. Print Volume & Speed: Make sure the MFP can handle your monthly print volume. Look for models with higher pages-per-minute (PPM) if your business prints large volumes regularly.
► 2. Functionality & Features: Ensure the MFP covers essential functions like printing, scanning, copying, and faxing. Advanced features like duplex printing and wireless connectivity can boost efficiency.
► 3. Print Quality: Higher resolution (like 1200 x 1200 dpi) is important for producing sharp, professional documents, especially for client-facing materials.
► 4. Cost of consumables: Consider the ongoing costs of ink or toner cartridges. High-yield options can save money over time, and some MFPs may require periodic maintenance.
► 5. Connectivity Options: Choose an MFP that fits your network setup and offers support for mobile and cloud printing to simplify access for all team members.
By focusing on these aspects, you can find a multifunction printer that supports your business needs without overspending. For more detailed information on everything you need to consider before selecting a printer, check out our in-depth guide on purchasing or leasing a printer.
How Do I Buy an All-in-One Printer?
When it comes to buying a printer, you usually have two choices: get one directly from a printer brand or from a local print vendor.
If you choose to buy from a print vendor, the first step is to find one that’s reliable and understands your needs—this is important if you want an all-in-one printer.
On the other hand, if you prefer to shop on your own, buying online might seem like the easiest route. But many businesses like having someone with expertise to help them make the best choice. Specialized vendors can provide valuable support, including training, to help you get the most from your new printer.
Ultimately, think about what will work best for you and your needs.
Related Reading: 5 Signs You’re an Ideal Customer for STPT
Ready to Upgrade to a Multifunction Printer?
An all-in-one printer can help make your work easier, cut costs, and improve productivity.
If you're looking for a printer that can handle it all, check out our range of Xerox MFPs using our product configurator. You can compare printers and find one that fits your business needs perfectly. Search based on print speeds, features, and more. Plus, you can add accessories and finishers to customize your printer just the way you want.
Not sure what you need? We’re here to help! Let’s assess your needs so we can find exactly what you're looking for. To get started, just fill out our Request a Quote form. We're ready to answer your questions and assist you in any way possible!
