Your firewall may be doing its job perfectly and still leave one important assumption untouched: the printer behind it must be safe.

Modern business printers are network-connected devices that receive, transmit and sometimes store sensitive information. But they’re often monitored less closely than computers, servers and other endpoints. People forget to change default passwords, delay firmware updates, and may be able to print or change settings without the right controls.

Zero trust print security means you don’t automatically trust a user or device because it is inside the company network. Zero Trust requires verifying and limiting access based on the request.

Choosing an office printer can get frustrating once you start comparing models. One printer may have the speed you need but cost more to operate, while another may be affordable but struggle to keep up with your monthly workload.

If you’re a small or medium-sized office, your printer needs to handle everyday documents reliably without taking up unnecessary space, creating bottlenecks, or costing more than expected in ink, toner, and maintenance.

At Strategic Technology Partners of Texas (STPT), we've spent more than 40 years helping organizations choose printers that match their actual workloads and business needs.

In this guide, we'll compare five of the best printers for small and medium-sized offices in 2026, explain who each model is best for, and cover the features you should consider before making a decision.

What Is the Best Printer for a Small or Medium-Sized Office in 2026?

Toner replacement is one of those things you have to do when you own a printer. Thankfully, Xerox makes it easy, and the VersaLink C400/C405 models are no exception.

Toner is what your printer uses to create text and images. As you print, that supply gradually runs out. When the toner reaches the end of its usable life, the printer will alert you that the cartridge needs attention or replacement. You may also notice faded output if the toner is running very low.

At Strategic Technology Partners of Texas (STPT), our technicians work with Xerox equipment every day, so replacing cartridges like these is routine when keeping customers’ printers running reliably.

In this guide, Matthew from The Printing Workshop, a printer technician with several years of hands-on repair experience, will show you how to replace toner on a Xerox VersaLink C400 or C405. This process also applies to the B400 and B405.

Practicing more sustainable printing doesn't have to mean sacrificing productivity. By choosing the right eco-friendly printer for your small office, you can reduce paper waste, cut down on disposable supplies, and use energy more efficiently without making everyday work harder.

However, it’s important to choose a printer that actually fits your workload. A low-volume office will be a better fit for a refillable ink tank printer, while a busier workgroup may require a durable laser printer with automatic duplexing and long-life components.

At Strategic Technology Partners of Texas (STPT), we've spent more than 40 years helping organizations choose printers that fit their volume, workflows, and long-term goals. Sustainability is part of that decision because the right-sized printer can help reduce unnecessary waste while still giving your team the performance it needs.

If you’re wondering what a transfer belt cleaner is, what the part does, where it is located, or whether you can replace it yourself without making a mess or damaging something inside the copier, this guide is for you.

The transfer belt cleaner removes excess toner from the transfer belt during the printing process. Because it collects toner and experiences normal wear over time, it eventually reaches the end of its service life and needs to be replaced. Your Xerox AltaLink will typically notify you when that time comes.

At Strategic Technology Partners of Texas (STPT), we have serviced thousands of Xerox printers and copiers and handled this type of maintenance issue thousands of times. Our technicians work with these devices every day, helping businesses keep their equipment running reliably and avoid unnecessary downtime.