Find the Right Printer for Your Business

Selecting the right printer for your business depends on how often you print, the type of documents you produce, and the level of functionality your team requires. Below are the four most common printer types used in workplace settings, with details to help you choose the right fit.

Laser Printer

Laser Printers

Laser printers are designed for speed, efficiency, and high-volume performance. Using toner instead of ink, they excel at producing crisp, professional-looking text and consistent results across large print jobs. With fast print speeds, higher paper capacities, and dependable output over extended use, laser printers are a strong choice for busy offices that prioritize productivity and long-term value.

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Inkjet Printers

Inkjet printers are known for their exceptional color reproduction and image quality. They’re well suited for businesses that need detailed graphics, vibrant visuals, and mixed media printing—such as presentations, marketing materials, and color-rich documents. Compact, flexible, and easy to integrate into everyday workflows, inkjet printers are ideal for teams with lighter print demands and a focus on visual impact.

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Inkjet Printer
All in One Printer

All-in-One Printers

All-in-one printers combine multiple office functions into one compact machine — including printing, scanning, copying, and in many cases, faxing. They simplify workflows by allowing teams to manage multiple document tasks without needing separate equipment. Available in both inkjet and laser models, these devices help maximize space and efficiency in a professional setting.

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Dot Matrix Printers

Dot matrix printers are designed for printing multipart forms, invoices, and other continuous-feed documents. Their ability to create carbon-copy outputs makes them especially useful for businesses that need duplicates for recordkeeping, billing, or shipping. Built for reliability, they continue to be a trusted solution in demanding office and industrial settings.

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Dot Matrix Printer
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Key Features

Double-Sided Printing

Duplex printing allows pages to be printed on both sides, helping reduce paper usage and supply costs. Some printers offer manual duplexing, where an employee must flip and reload the paper to print on the reverse side. Others provide automatic duplexing, which handles the process internally with no extra steps required. Offices that print reports, contracts, or bulk documents may find this especially valuable for saving resources and maintaining a professional look.

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Wired vs. Wireless

Printers may connect through wired networks, wireless setups, or both. A wired printer provides a stable, secure connection, while wireless models make it easier for teams to print from multiple devices without being tied to one location.

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Color vs. Black & White

Choosing between color and monochrome printing depends on the types of documents your business produces. Color printers create vibrant documents suited for presentations, reports, and marketing materials, while black and white printers are the most cost-effective option for text-heavy office documents.

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Print Volume

Print volume indicates how many pages a printer is designed to produce reliably each month. While manufacturers may not always list a specific print-volume range, it generally correlates with the printer’s monthly duty cycle, which represents its maximum rated output. Printers with higher duty cycles are built for heavier monthly print volumes and more frequent use.

For occasional office printing: Up to 30,000 pages per month is suitable for teams that print infrequently or in smaller batches.

For steady daily workflows: A 30,001–100,000 page monthly duty cycle supports regular printing needs across small to mid-size departments.

For high-demand environments: Duty cycles of 100,001+ pages per month are built for continuous use and large monthly output.

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Print Quality

Print resolution, measured in dots per inch (DPI), determines how sharp and detailed printed text and images appear. Standard resolution is sufficient for everyday text, while higher DPI settings help produce smoother graphics, vibrant color, and professional-quality. images

For text and everyday office use: Printers with up to 600 x 600 DPI (rendered or optimized) deliver crisp, readable output suitable for contracts, forms, invoices, and everyday documents.

For higher-quality color or graphics: Resolutions in the 1200–2400 DPI range (rendered or optimized) offer richer color, smoother edges, and higher clarity—ideal for charts, logos, and presentation materials.

For photo or design work: High-resolution printers offering up to 4800 DPI or higher (optimized) provide detailed, polished output for photos, marketing collateral, and image-heavy documents.

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Print Speed

The speed of a printer, measured in pages per minute (ppm), directly affects how quickly employees can complete their tasks. Faster speeds keep larger offices running efficiently, while smaller teams with lighter print needs may not need high output rates. Considering speed alongside your typical workload helps balance productivity and cost.

For light office use: Up to 10–20 PPM is usually enough for occasional documents.

For small to mid-size teams: 21–40 PPM helps keep work moving smoothly throughout the day.

For larger offices or high-volume environments: 40+ PPM supports heavy workloads and prevents bottlenecks.

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What Are the Main Four Types of Printers?

While there are countless printer models on the market, most fall into four widely used categories:

Laser Printers - Fast and efficient; ideal for high volume business printing

Inkjet Printers - Great for vibrant color output and detailed image quality

All-in-One Printers – Combine printing, scanning, copying, and faxing—perfect for space-saving and convenience

Dot Matrix Printers – Often used in logistics or environments where carbon-copy printing is required

All four types of business printers are available through W.B. Mason, making it easy to find the right match for your workspace.

Which Printer Brands Does W.B. Mason Offer?

W.B. Mason partners with all key printer manufacturers known for quality, performance, and reliability:

  • HP
  • Brother
  • Xerox
  • Epson
  • Lexmark
  • Canon

Whether you need a basic desktop model or a high-volume business printer, these brands offer reliable solutions for all printing environments.

Why Printer Calibration Matters

Printer calibration is crucial for maintaining color accuracy and consistent output quality. Proper calibration ensures that:

  • Printheads and paper alignment are precise
  • Colors remain vibrant and true-to-design
  • Text and images are sharp and professional
  • Print quality doesn’t degrade over time
  • Supplies like ink and toner are used efficiently

Regular calibration helps extend the life of your business printer and ensure high-quality results, especially in industries where precision matters—such as marketing, education, architecture, and healthcare.

How Often Should You Calibrate Your Printer?

To ensure optimal performance from your business printer, calibrate it:

  • After replacing the printhead or ink cartridges
  • If you notice any color shifting, streaking, or image blur
  • When switching to a new paper type or setting
  • Following environmental changes (like humidity or temperature shifts)

Best Printers for Small Businesses

A small business printer should be reliable, durable, and capable of handling daily tasks like printing and scanning at moderate to high volumes.

Need help choosing? Speak with a W.B. Mason expert to find the business printer that fits your printing volume, color needs, and workspace.

Key Features to Look for in an Office Printer

When selecting an office printer, consider these essential features to match your workflow and productivity needs:

  • Single vs. Double-Sided (Duplex) Printing
  • Wired vs. Wireless Connectivity
  • Black & White vs. Full Color Output
  • Print Resolution & Quality
  • Speed (Pages per Minute)
  • Monthly Duty Cycle (Print Volume)
  • Eco-Friendly & Energy-Saving Options

Not sure which office printer features are best for you? Talk to a W.B. Mason expert to get personalized advice.

What is the Difference Between an A3 and A4 Printer?

The main difference between A3 and A4 printers lies in their paper size compatibility and printing capabilities. A4 printers are more compact, making them ideal for everyday printing tasks such as assignments, letters, and standard documents. They typically support smaller paper sizes including A4 and legal-size paper. In contrast, A3 printers are designed to handle larger paper sizes and are better suited for high-demand printing. They are commonly used by individuals or businesses that need to produce high-quality graphics, such as brochures, flyers, posters, and detailed business reports.

What is the Standard Printing Paper Size?

The standard printing paper size is Letter (8.5 x 11 inches). Some office printers also support Tabloid (11 x 17 inches) or Ledger (11 x 17 inches). Make sure your printer supports the paper sizes you use most often.

References:

HP. HP Support. (https://support.hp.com/rs-en/document/c01738888). Accessed September 11, 2025.

The WB Delivery. What are the Different Sizes of Paper? (https://www.thewbdelivery.com/different-paper-sizes/). Accessed September 11, 2025.

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