A Complete Guide to the Different Types of Office Printers
The main types of office printers are inkjet, laser, multifunction (all-in-one), and large-format printers. Inkjets handle colour-rich documents at a lower upfront cost. Laser printers deliver fast, sharp text at a lower cost per page. Multifunction devices combine printing, scanning, and copying in one unit. Large-format printers are used for oversized output such as technical drawings and marketing materials.
Choosing the right printer for your office can feel surprisingly complicated once you start looking at the options available. This guide will have office printer types explained, covering how each works, what it is genuinely best for, its practical pros and cons, and a few standout models to consider in 2026.!brah!m7830
1. Inkjet Printers
What Is an Inkjet Printer?
An inkjet printer works by firing tiny droplets of liquid ink directly onto paper through microscopic nozzles. The print head moves back and forth across the page, placing ink with high precision to build up the final image or text. Most consumer and small-office inkjets use separate colour cartridges (typically cyan, magenta, yellow, and black).
A growing number of models now use refillable ink tank systems instead of standard cartridges. Brands such as Epson EcoTank and Canon PIXMA MegaTank (also sold as the MAXIFY GX series) fill large built-in reservoirs from inexpensive ink bottles, dramatically cutting the cost per page. These are particularly popular in UK small offices where print volumes are moderate but savings on consumables matter.
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Best for: Small offices, home offices, businesses that print marketing materials, brochures, or colour-heavy documents; creative or design-focused teams; anyone printing photographs or mixed-media content. |
Pros and Cons
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PROS OF INKJET PRINTERS |
CONS OF INKJET PRINTERS |
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Tip: If your office prints infrequently, an inkjet with standard cartridges may result in wasted ink through automatic cleaning cycles. An ink tank model, or switching to a laser printer, tends to be a better option for sporadic print needs. |
Ink Cartridge vs Ink Tank: Which Should You Choose?
Traditional cartridge-based inkjets keep upfront costs low but can be expensive to run if you print regularly. Ink tank models cost more to buy but can print thousands of pages from a single set of ink bottles, making them significantly cheaper over time. For a small office printing several hundred pages per month, an ink tank printer can pay for itself quickly.
Notable Models to Consider (2026)✔️ Canon MAXIFY GX6150 – Strong current Canon MegaTank business model, positioned for high-volume, low-cost office printing with refillable tanks. ✔️ Canon MAXIFY GX2051 – Compact 4-in-1 MegaTank model for large-volume business documents with affordable ink bottle replacements. ✔️ HP OfficeJet Pro 9125e – Current HP OfficeJet Pro option with print/copy/scan/fax, 250-sheet input tray and up to 22/18 ppm black/colour speeds. ✔️ Epson EcoTank ET-5800 series – Epson positions its business EcoTank range around laser-like features, Wi-Fi/Ethernet/fax/mobile printing, up to 25 ppm, high-capacity trays and low running costs. |
Looking at affordable inkjet printers for your workspace? Laptop Outlet stocks a range of inkjet models suited to home offices and small business use.
2. Laser Printers
What Is a Laser Printer?
A laser printer uses a focused laser beam to draw the document onto a photosensitive drum. The drum attracts powdered toner, which is then transferred to the paper and fused in place using heat. The result is fast, precise, and dry the moment it leaves the machine.
Laser printers come in two main forms: monochrome (black and white only) and colour. Monochrome laser printers are among the most cost-effective options available for high-volume text printing. Colour laser printers add three additional toner cartridges (cyan, magenta, and yellow) alongside the black, allowing them to reproduce graphics and text in colour, though at a higher cost per page than mono.
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Best for: Offices with high print volumes; environments where speed matters; businesses printing mainly text documents, invoices, reports, and forms; shared printers for teams; anyone who needs consistent output without worrying about ink drying out. |
Pros and Cons
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PROS OF LASER PRINTERS |
CONS OF LASER PRINTERS |
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Worth knowing: UK energy costs remain elevated in 2026. If your printer runs all day, a laser printer's energy consumption during fusing is worth factoring into your total running cost. Look for Energy Star-certified models, which use significantly less electricity in standby mode. |
Monochrome vs Colour Laser: Which Makes More Sense?
If the vast majority of your printing is black and white text, a monochrome laser printer is typically the better value. The toner yield is higher, the cost per page is lower, and the device itself is generally cheaper to buy. On the other hand, a colour model is considered the best type of printer for office use when you regularly need to produce colour reports, presentations, or marketing materials in-house.
Notable Models to Consider (2026)✔️ Brother HL-L9470CDN – Brother lists it as an enterprise-level A4 colour laser with up to 40 ppm, expandable paper capacity up to 2,600 sheets, NFC and secure print features. ✔️ HP Color LaserJet Pro MFP 4302fdw – HP positions it as a compact colour LaserJet Pro for business workteams of up to 10 users. ✔️ Brother MFC-L2860DW – Brother lists it as an A4 mono laser all-in-one with automatic two-sided printing, fax, ADF and mobile connectivity. ✔️ Brother MFC-L3760CDW – Good for small offices, but describe it as colour LED, not strictly laser, because Brother’s UK page calls it a colour LED all-in-one printer. |
Considering laser printers for office use? Laptop Outlet carries the both monochrome and colour laser models from Brother, HP, and Canon.
3. Multifunction (All-in-One) Printers
What Is a Multifunction Printer?
A multifunction printer (MFP), also called an all-in-one printer, combines a printer, a flatbed scanner, and a photocopier in a single unit. Many models also include a fax function. Rather than buying and managing separate devices, a single MFP handles most of the document tasks a modern office requires.
Multifunction devices are available in both inkjet and laser versions. Entry-level models handle basic print, copy, and scan tasks. Higher-end business MFPs add automatic document feeders (ADF), duplex (double-sided) scanning, large paper capacity, network connectivity, cloud integration, and advanced security features. This makes them one of the most practical options for the majority of office environments.
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Best for: Offices of most sizes; teams sharing a single device; businesses that regularly scan, copy, or fax alongside standard printing; workplaces wanting to reduce the number of separate devices. |
Single-Function vs Multifunction: What Is the Difference?
A single-function printer does one thing only: print. A multifunction printer adds scanning and copying as standard, and often faxing. This is not just a matter of convenience. For offices that regularly deal with contracts, invoices, or correspondence, having scan and copy capabilities on the same networked device saves time and desk space.
The trade-off is that MFPs are generally larger and cost more upfront than a single-function printer. They also have more components that could, in theory, require servicing over time. For most offices, however, the added versatility makes them well worth the extra investment.
Key Features to Look for in a Business MFP
- Automatic Document Feeder (ADF): Allows you to scan or copy a stack of pages without manually placing each one on the glass. A duplex ADF scans both sides in a single pass.
- Paper capacity: For a shared office printer, aim for at least 250 sheets input capacity. 500 sheets is preferable for teams of four or more.
- Duplex printing: Automatic two-sided printing reduces paper usage significantly.
- Wi-Fi and Ethernet: Both should be standard on any business MFP in 2026 to allow flexible wired and wireless network connections.
- Cloud and mobile printing: Support for Apple AirPrint, Mopria Print Service, Windows Print, ChromeOS native printing, and manufacturer mobile apps matters if team members print from phones, tablets, or Chromebooks.
- Scan to email/folder: Useful for digitising documents and routing them directly without touching a PC.
Pros and Cons
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PROS OF AIO PRINTERS |
CONS OF AIO PRINTERS |
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Notable Models to Consider (2026)✔️ HP OfficeJet Pro 9730e – HP lists it as a wide-format model with print and scan across sizes up to A3/11x17, dual 250-sheet trays and single-pass two-sided ADF. ✔️ Canon MAXIFY GX6150 – Strong fit for small businesses wanting high-volume refillable tank printing and lower total cost of ownership. ✔️ HP Color LaserJet Pro MFP 4302fdw – Better for a busier office or team environment than lower-end colour laser models. ✔️ Brother MFC-L2860DW / MFC-L2960DW – Good for offices that mainly print invoices, forms, letters and internal documents. |
Ready to browse all-in-one printers for business needs? Laptop Outlet carries a range of MFP models across inkjet and laser, from compact home-office units to shared business workhorses.
4. Large-Format Printers
What Is a Large-Format Printer?
A large-format printer (sometimes called a wide-format printer or plotter) is designed to print on paper wider than standard A4 or A3 sheets. These printers typically handle paper up to A1 (594 x 841mm), A0 (841 x 1189mm), or even larger roll formats measured in inches (commonly 24 inch or 36 inch).
Most large-format printers use inkjet technology, applying ink at very high resolution across wide sheets or rolls of paper, vinyl, or specialist media. They are distinct from office-grade A3 printers, which are simply larger standard printers. True large-format printers are built specifically for oversized output and often accept both cut-sheet and roll-fed paper.
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Best for: Architecture, engineering, and construction (AEC) firms printing CAD drawings and technical plans; marketing and design studios producing posters and large graphics; GIS professionals printing maps; businesses that want to manage their own large-print production in-house rather than outsourcing to a print shop. |
Types of Large-Format Printer
- Technical/CAD plotters: Optimised for precision line drawings, blueprints, schematics, and maps. Typically use dye-based or pigment inks and prioritise sharp lines over photographic colour accuracy. Common in engineering and architectural offices.
- Graphics printers: Designed for high-quality colour output including posters, banners, POS displays, and photographic prints. Use more ink cartridges (often six or more colours) and support a wider range of specialist media.
- Eco-solvent and UV printers: Used by commercial print businesses and sign makers. Print on non-porous materials including vinyl and rigid boards. Generally not found in standard office environments.
Pros and Cons
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PROS OF LARGE-FORMAT PRINTERS |
CONS OF LARGE-FORMAT PRINTERS |
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Worth considering: If your office only prints large-format documents occasionally, outsourcing to a local print shop is often more cost-effective than purchasing a dedicated plotter. Large-format printers make most sense when the volume justifies the hardware and consumable costs.
Notable Models to Consider (2026)✔️ HP DesignJet T850 36-inch / A0 – HP lists the T850/T870/T950 series as combining A1/D and A3/B printing in one device without manual switching between roll and sheet media. ✔️ Canon imagePROGRAF TC-21M – Good if the office needs scanning as well as large-format output; Canon positions the TC-21M as a small-space large-format innovation. ✔️ Epson SureColor SC-T3100M – Epson describes it as an easy-to-use 3-in-1 large-format solution with a small footprint. ✔️ Epson SureColor SC-T5100M – Epson describes this as a 3-in-1 large-format solution for print, copy and scan, with straightforward maintenance and easy media/ink replacement. |
Quick Comparison: All Four Business Printer Types at a Glance
Not sure which type is right for your office? This table covers the key differences across the four main categories so you can weigh them side by side.
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PRINTER TYPE |
BEST PRINT QUALITY FOR |
TYPICAL SPEED |
RUNNING COST |
UPFRONT COST |
BEST SUITED TO |
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Inkjet (Cartridge) |
Photos, colour graphics |
10–20 ppm |
Moderate to high |
Low (£40–£150) |
Home offices, occasional colour printing |
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Inkjet (Ink Tank) |
Photos, colour, mixed docs |
10–20 ppm |
Very low per page |
Medium (£150–£350) |
Small offices with moderate colour print volumes |
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Laser (Monochrome) |
Sharp black text |
25–48 ppm |
Low per page |
Low–medium (£80–£250) |
Offices printing high volumes of text documents |
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Laser (Colour) |
Text, colour graphics |
20–35 ppm |
Medium (colour toner) |
Medium–high (£200–£600+) |
Shared office printers, mixed document needs |
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Multifunction (MFP) |
Varies by print engine |
Varies |
Varies |
Medium–high |
Most offices; print, scan, copy, and fax combined |
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Large-Format |
Large technical drawings, posters |
Varies (some <30 sec/A1) |
Higher (ink & media) |
High (£500–£3,000+) |
AEC, design studios, mapping professionals |
All pricing ranges are approximate retail figures in the UK as of 2026 and will vary by retailer, model, and configuration.
Still working out through office printer comparison? Our office printer selection guide walks through exactly how to match a printer to your workload, paper needs, and budget.
Office Printer Security: What You Need to Know
Security is an area that many offices overlook when thinking about printers. Modern office printers are not simply output devices. They run operating systems, store documents on internal hard drives, connect to your office network, and often support cloud services and remote management. That makes them potential targets in a way that older, standalone printers were not.
Quocirca’s print security research has repeatedly found that print-related data loss remains common, with its 2024 report putting the figure at 67% of organisations. A compromised printer can be used as an entry point into the wider network, and devices left running with default passwords or unpatched firmware are particularly at risk.
Common Printer Security Risks
- Default admin credentials: Many printers still ship with factory-set usernames and passwords that are publicly known. Changing these immediately is one of the most important steps you can take.
- Unpatched firmware: Security updates for printer firmware are often delayed or skipped entirely, leaving known vulnerabilities open. Check manufacturer support policies before buying, as some vendors provide only three years of security updates.
- Stored print jobs: Many printers retain copies of documents in internal memory. If the device is not regularly cleared or the storage is not encrypted, this data can be accessed by anyone with physical or network access to the printer.
- Unclaimed print jobs: Sensitive documents left sitting in the output tray present a physical security risk, particularly in shared office environments.
- Open network ports: Without proper configuration, printers can be accessed remotely from outside the internal network.
- GDPR compliance: In the UK, data breaches involving unsecured printers can result in ICO fines. A compromised printer that has processed personal data is a compliance risk as well as a security one.
Basic Steps to Improve Printer Security
- Change default admin passwords on every printer during initial setup
- Keep printer firmware updated through the manufacturer's portal or managed print service
- Enable PIN or badge-based secure print release so jobs only print when the correct user is present
- Enable encrypted data transmission over the network
- Enable encrypted storage on printers that hold print jobs internally
- Include printers in your IT asset inventory and security audit cycles, not just office services
- Wipe printer storage securely before decommissioning any device
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Note: This is a broad overview of printer security considerations. For specific guidance relevant to your network setup or UK regulatory obligations, it is worth speaking with an IT security professional or managed print services provider. |
Looking for reliable office printing solutions that include security features as standard? Laptop Outlet stocks business-grade printers from HP, Brother, Epson, and Canon, many of which include built-in security controls such as PIN printing and network encryption.
How To Choose the Right One Among Different Types of Printers for Office Use
Now that you understand different office printers, it is worth briefly pulling together the key questions to ask before you buy. Getting this right from the start will save you money on consumables and prevent frustration later.
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YOUR SITUATION |
RECOMMENDED TYPE |
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You mainly print text documents and invoices in high volumes |
Monochrome laser or colour laser MFP |
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You need to print photos, brochures, or colourful marketing materials |
Inkjet (ink tank model recommended for volume) |
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You need to scan, copy, and print from one shared device |
Multifunction printer (laser for volume, inkjet for colour) |
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You print technical drawings, architectural plans, or large posters |
Large-format printer / plotter |
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You print infrequently and need a reliable device that won’t dry out |
Monochrome laser (toner does not dry out) |
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You want the lowest possible cost per page over time |
Ink tank inkjet or monochrome laser |
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You have limited desk space in a small office |
Compact inkjet MFP or compact mono laser MFP |
Planning for a home setup rather than a shared office? Laptop Outlet also has a range of models if you want to buy home printers suited to lighter everyday use.
Which Type Wins for Your Office?
Understanding the different types of office printers is the most important first step in making a purchase you won't regret.
- Inkjet printers offer versatility and strong colour output at a lower upfront cost.
- Laser printers deliver speed, reliability, and lower cost per page for text-heavy workloads.
- Multifunction printers combine printing, scanning, and copying in a single device, making them the practical choice for most offices.
- Large-format printers serve specialist needs around technical drawings and oversized output.
Whichever type of printer you choose, factor in running costs, monthly print volume, and security needs alongside the headline price.
Need a hand finding the best printers for every need from compact home-office units to full business workhorses? Browse the full printer range at Laptop Outlet.
A Quick Heads-Up...
What are the different types of office printers?
The main types of office printers are inkjet, laser, multifunction (all-in-one), and large-format printers. Each suits different workloads, budgets, and output requirements, from everyday documents to oversized technical drawings.
What is the main difference between laser vs inkjet office printers?
Laser printers use dry toner powder that is fused to the page with heat, making them ideal for fast, text-heavy printing. Conversely, inkjet variants use liquid ink sprayed onto the page. Inkjets are ideal for vibrant graphics, whereas lasers provide cheaper running costs for bulk office documents
What is the best type of printer for a small business?
A multifunction laser printer tends to be the most practical choice for small businesses, offering printing, scanning, and copying in one device with reliable performance and manageable running costs over time.
Can office printers be a security risk?
Yes. Networked office printers store documents, connect to your network, and run firmware that can contain vulnerabilities. Unsecured devices with default passwords or outdated firmware present a genuine cybersecurity and GDPR compliance risk.
What is the difference between a single-function and a multifunction printer?
A single-function printer only prints. A multifunction printer adds a scanner and photocopier, and often a fax, in a single device, making it more versatile for offices handling a range of document tasks daily.
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