Multifunction printers (MFPs) go by an assortment of names: all-in-ones (AIOs), multifunction copiers (MFCs), multifunction devices (MFDs), and more. By whatever name, they have one thing in common: They print (and nearly all copy and scan as well), and they do other stuff. The complication is that the aforesaid other stuff varies, and you want an MFP with the right set of features for you. Asking yourself the following questions can help you get it.
What Category of MFP Do You Need?
The single most useful way to categorize MFPs is by intended use: home, office, or both. If you're looking for a home MFP, you probably care about photo quality, which means you want an inkjet. Beyond that, if photos are your primary interest and you're looking for a way to print them from virtually any source—memory cards, USB memory keys, cameras, slides, strips of film, and original photographic prints—you need a photo-lab MFP. There are only a few choices in this subcategory: You can spot them by their ability to scan slides and strips of film, a feature most MFPs leave out.
If you're looking for an MFP strictly for an office, you probably care more about text than photos, which means you'll want a laser or laser-class printer (including LED and solid-ink printers, and even some inkjets). You probably also want it to fax, email, and include an automatic document feeder (ADF) to scan, copy, fax, and email multipage documents.
If you need a printer for the dual role of home and home office MFP, you'll want an inkjet for its photo quality, but one equipped with office-centric features like an ADF and fax modem.
Which MFP Functions and Features Do You Really Need?
Getting beyond generalities about home and office MFPs, it's useful to make a list of the functions and features you actually need.
Printing, scanning, and copying is a given, but even these basics aren't as straightforward as you might think. Some MFPs are limited to scanning over a USB connection. If you plan to connect over a network, make sure the scanning works on a network. The ability to scan transparencies (slides and strips of film) is unusual enough that it's often listed as a separate function. Be sure to check the sizes the MFP can handle; transparencies are often limited to 35mm.
Some MFPs need a computer for copying. If you want to copy with the computer off, make sure the MFP will work as a standalone copier.
A fax feature almost always includes standalone faxing, which you control through the MFP's keypad. However, it doesn't necessarily include a PC Fax function—faxing documents directly from your PC without having to print them first. PC Fax can be in the form of a fax utility, a fax driver that you use like a print driver, or both.
Email features also come in two forms. Direct email scans and sends an email directly to your Internet service provider (ISP) or an in-house email server on your network. The more common choice for low-end MFPs is to open an email message on a PC and add the scanned document as an attachment. Any given MFP can offer either or both kinds of email. Note that some direct email features won't work with all ISPs, so be sure to find out if they will work with your ISP before buying.
Most MFPs include flatbeds suitable for scanning photos or single-sheet documents. An automatic document feeder (ADF) will let you easily scan (plus copy, fax, and email) multipage documents. For MFPs with letter-size flatbeds, an ADF will often let you scan legal-size pages as well, but not all do, so be sure to check.
Some ADFs can also duplex (scan both sides of a page). If you deal with many two-sided documents, the feature is well worth looking for. Most MFPs that support duplex scanning do so by scanning one side of the document, turning it over, and then scanning the other side, but some provide one-pass scanning—scanning both sides of the page at once—which is much faster. If the MFP includes a print duplexer also, the combination will usually let you copy both single- and double-sided originals to your choice of single- or double-sided copies.
Size, Connection Options, Overall Cost
Do You Really Need Color Printing?
If you never print in color, there's no reason to spend money on it. However, keep in mind that many color lasers can print at high enough quality to let you print your own marketing materials, which could be cheaper than printing small quantities at your local print shop.
What Size Printer Is Right for You?
MFPs tend to be bigger than single-function printers, and even some home MFPs can be tall enough to make you feel like they're towering over you if you put them on your desk. Be sure to check out the MFP's size and weight, though chances are you won't be moving it very often.
How Do You Want to Connect Your MFP?
In addition to a USB port, many MFPs include Ethernet and/or Wi-Fi connections for easy sharing. If you prefer Wi-Fi, keep in mind that if you have a wireless access point on your network, you can print wirelessly to any printer on that network, whether the printer itself offers Wi-Fi or not. Some printers now include Wi-Fi Direct (or its equivalent), which allows compatible devices to connect with them without needing a wireless access point. A few offer near-field communication (NFC), which allows you to initiate printing from a compatible mobile device simply by tapping the printer with the phone or tablet.
What Level of Output Quality Do You Need?
In addition to checking out the print output quality, you may need to check scan quality. It's not an issue for offices, because virtually any scanner can scan documents at sufficiently high quality. For photos, however, you'll want to take a closer look, particularly for transparencies.
How Much Will You Print?
When you're calculating the duty cycle and input capacity you'll need for an MFP, remember to add copies and incoming faxes to the total number of pages you'll print.
How Much Will it All Cost?
Finally, be sure to check the total cost of ownership. Compare the total cost for each printer you're considering to find out which will be cheapest in the long run.
Now that you've considered these questions, you should be in a much better position to find the MFP with the right mix of features for your needs. While you're at it, be sure to check out our top picks for MFPs and wireless MFPs.
Further Reading
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