How to Choose a Printer: A Plain-English Buying Guide

01Key takeaway

If you are wondering how to choose a printer, start with how you print rather than with the printer. Write down what you print, how often, in color or black only, and from which devices. That short profile points you toward inkjet or laser, cartridge or tank, single-function or all-in-one. Only then compare individual models, and judge them on running costs and reliability of connection, not just the price tag.

02Terms used in this guide

• Workload: how much you print and what kind of pages: text, graphics, photos or a mix.
• All-in-one: a printer that can also scan and copy, and sometimes fax. Also called a multifunction printer.
• Duplex: printing on both sides of the paper. Automatic duplex flips the sheet for you.
• Duty cycle: the most pages a manufacturer says the printer can handle in a month. It describes the machine’s limit, not a comfortable everyday volume.
• Page yield: the manufacturer’s estimate of how many pages a cartridge or bottle prints under a standard test.
• Driver: the software that lets a computer talk to a particular printer.

03Step one: describe how you print

Before you look at a single product page, spend ten minutes building a printing profile. It turns a confusing shopping trip into a short list of sensible options.

1. Estimate your volume. Look back over the last two or three months. Did you print a few pages a week, a few dozen, or hundreds? If you don’t know, count the paper you bought or check your current printer’s usage report (many printers can print one from their settings menu).
2. Note what you print. Mostly text, such as essays, forms and invoices? Mixed pages with charts and color? Photos you want to frame?
3. Note how regularly you print. Steady weekly printing suits most printers. Long gaps between jobs matter for inkjets, because ink can dry in the nozzles if a printer sits unused for a long time.
4. List your devices. Windows laptops, Macs, Chromebooks, iPhones, Android phones and tablets. Each needs a supported way to print.
5. List the extras you need. Scanning, copying, a document feeder for multi-page scans, fax, printing envelopes or card stock.
6. Note any limits. Desk space, noise in a shared room, and a budget for both the printer and the next year of ink or toner.

You should now have: a few lines that describe your real needs, such as “around twenty pages a week, mostly black text, occasional color charts, two Windows laptops and an iPhone, needs scanning.”

04Step two: match the profile to a printer type

Your profile usually points clearly toward one of a few combinations. The table summarizes the general pattern; individual models can break it.

Our explainer on inkjet vs laser printers goes deeper into the trade-offs, and the Printer Types section covers ink tanks, all-in-ones and monochrome printers.

05Step three: compare the specifications that matter

Once you have two or three candidates of the right type, compare them on the points below. Product pages list many more figures; most matter less than these.

• Print speed. Manufacturers quote pages per minute measured with a standard test document, usually in draft or normal mode. Real jobs with graphics or high quality settings print more slowly. Use the figure to compare models from the same test method, not to predict your exact speed.
• Print quality. Resolution figures (dots per inch) are only part of the story. Laser text is typically very sharp; inkjets usually handle color photos better. Sample prints in a store or reputable independent reviews tell you more than numbers.
• Duty cycle and recommended volume. If the manufacturer lists a recommended monthly page volume, check that your estimate sits comfortably within it. Running a printer near its maximum duty cycle every month shortens its life.
• Connectivity. Wi-Fi, USB and sometimes Ethernet (a wired network cable). Check which Wi-Fi bands the model supports, because some printers connect only to 2.4 GHz networks. For phones, look for Apple AirPrint or Mopria support, which let many phones print without a separate app.
• Paper handling. Tray capacity, automatic duplex, a rear or manual feed for envelopes and thick card, and the largest paper size supported.
• Running costs. Find the manufacturer’s page yield for each cartridge or bottle and the current price from a retailer you trust. Our guide to working out cost per page shows the calculation step by step.
• Energy use. The ENERGY STAR program lists imaging equipment that meets its efficiency criteria, which is useful if the printer will be left on all day.

Did that narrow it down? If two models still look equal, the one with clearer, longer-term support (drivers for your operating system, available supplies and a reasonable warranty) is usually the safer choice.

06A buying checklist you can reuse

Copy this list and fill it in for each printer you are considering.

1. Does the printer type suit my volume and the mix of pages I print?
2. Does the manufacturer list support for every operating system I use?
3. Does it connect the way I need: Wi-Fi band, USB, Ethernet, AirPrint or Mopria?
4. Does it scan, copy or fax if I need those, and does it have a document feeder?
5. What is the cost per page in black and in color, using published yields?
6. Are the cartridges, bottles or toner easy to buy where I live?
7. What does the warranty cover, and for how long?
8. Will it fit the space, and is the noise acceptable for the room?

07When to get more help

If you can’t find a specification you need, such as supported Wi-Fi bands, operating-system support or a page yield, ask the manufacturer’s sales or support team before you buy rather than guessing. Retailers can explain their own return policies, which is worth checking in case the printer doesn’t suit you. For questions about a printer you already own, start with the manufacturer’s support site and your model number.

08Common questions

Is it worth buying the cheapest printer?

Sometimes, if you print very little. Low-priced printers often come with small starter cartridges and higher costs per page, so heavier users can spend more over time. Compare the printer price plus a year of supplies rather than the printer price alone.

Should I choose inkjet or laser?

It depends on your profile. Inkjets usually suit mixed color printing and photos; lasers usually suit regular black text and long idle periods. Neither is better for everyone.

Do I need an all-in-one printer?

Only if you will scan or copy. Many households find occasional scanning useful for forms and records, but if you never scan, a single-function printer is simpler and can be cheaper to run.

How long should a printer last?

There is no single answer. Lifespan depends on the model, how much you print and how well it is maintained. Checking the recommended monthly volume and following basic maintenance both help.