All-in-One Printers Explained: Print, Scan, Copy and Fax

01Key takeaway

An all-in-one printer combines a printer with a scanner, so it can also copy, and some models add fax. For most homes and small offices that is more useful than a single-function printer, because scanning forms and records is a common need. The features that make the biggest day-to-day difference are a flatbed for single pages, an automatic document feeder for multi-page documents, and simple ways to send scans to your computer or phone.

02Terms used in this guide

• All-in-one (multifunction) printer: a single device that prints, scans and copies, and sometimes faxes.
• Flatbed: the glass panel under the lid where you place a page, photo or book to scan.
• ADF (automatic document feeder): a tray that pulls a stack of pages through the scanner one at a time.
• Duplex scanning: scanning both sides of a page in one pass; some feeders flip the page instead.
• OCR (optical character recognition): software that turns a scanned image of text into text you can search or edit.

03The four functions, one at a time

Printing

The printing side works exactly like a single-function printer of the same type. An all-in-one can be an inkjet, ink tank or laser, in color or monochrome. Choose the print technology first; our explainer on inkjet vs laser printers helps with that.

Scanning

A scanner shines light across the page and records the reflection as an image. From there, software saves it as a picture or a PDF, and may run OCR so you can search the text. Scans can usually be sent to a computer, saved to a phone through the manufacturer’s app, and on some models sent to email, a network folder or a cloud service.

Copying

Copying is simply scanning and printing in one step, controlled from the printer’s own panel. You can usually choose the number of copies, color or black, and sometimes enlargement, reduction or two-sided copying.

Fax

Fewer homes need fax, but some offices still use it for official paperwork. A fax-capable model needs a telephone line connection. If you never fax, this feature adds nothing.

04Features compared

Not every all-in-one has every feature. This table helps you decide what to look for.

05Checking a model before you buy

Use this short process for each all-in-one on your list.

1. Confirm scanning works with your devices. Look on the manufacturer’s site for Windows and macOS support for scanning, not just printing, and check for an app if you want to scan to a phone. Windows and macOS both include basic scanning tools that work with many printers.
2. Check the document feeder. If you need one, note how many sheets it holds and whether it scans both sides.
3. Check scan destinations. If you want scans to go to email or a shared folder, check that the model supports it and read how it is set up.
4. Check the flatbed size. Most handle letter and A4 pages; check if you need legal-size originals.
5. Look at the control panel. A clear screen makes copying and scanning from the printer easier for everyone in the household or office.

You should now know: whether the model covers the scanning and copying you need without extra hardware.

06When single-function makes more sense

Placement matters more for an all-in-one than for a plain printer. You need room to lift the scanner lid fully, space above the document feeder to load and remove originals, and good light so you can see the glass. If the printer will sit on a shelf, measure the height with the lid open before you buy.

Keep the scanner glass and the white backing under the lid clean with a soft, lint-free cloth. Dust and fingerprints on the glass show up as marks on every scan and copy. If your model has a document feeder, its manual usually describes how to wipe the feed rollers and the narrow scanning strip that feeder pages pass over. Don’t spray liquid directly onto the glass; dampen the cloth slightly instead, if the manual allows it.

A single-function printer can be the better choice if you never scan or copy, if you have very little space, or if you already own a good separate scanner. Single-function models have fewer parts and can be cheaper. Very heavy scanning, such as digitizing large archives, may also justify a dedicated document scanner alongside a printer.

07When to get more help

If scanning doesn’t work from your computer even though printing does, the scanning software or driver may be missing. Install the full software package or app from the manufacturer’s support site, or use the scanner tools built into Windows or macOS. Our guide to scanning to your computer or to PDF has the steps. If the scanner glass is cracked or the feeder no longer pulls pages after cleaning its rollers as the manual describes, contact the manufacturer’s support.

08Common questions

Is an all-in-one printer worse at printing than a single-function printer?

Not inherently. Print quality depends on the print technology and model, not on whether a scanner is attached.

Can I scan without a computer?

Often yes. Many all-in-ones can scan to a phone app, a USB drive, email or a network folder, depending on the model. Check the specifications.

Do I need an ADF for home use?

Only if you regularly scan documents with several pages. For the occasional form, the flatbed is enough.

Can an all-in-one copy in color if it’s a monochrome printer?

No. A monochrome model can scan in color to a computer, but copies print in black and gray only.