Beginner's Guide: Choosing the Best Printer

Everything you need to know about printers: types, features, setup, maintenance, and troubleshooting.

Introduction

Printers convert digital documents into physical copies. They vary in technology, speed, cost, and functionality. This guide breaks down every aspect — from basic concepts to advanced features — so even those who've never seen a printer can make the right choice.

Printer Terminology & Glossary

  • DPI (Dots Per Inch): Measure of print resolution; higher means finer detail.
  • PPM (Pages Per Minute): Speed metric; how many pages a printer can output per minute.
  • Toner vs. Ink: Toner is powder used in lasers; ink is liquid used in inkjets.
  • Duplex Printing: Automatic double-sided printing to save paper.
  • Cartridge Yield: Estimated number of pages per ink or toner cartridge.
  • Warm-Up Time: Time needed after turning on before first print.

Printer Types

Choose based on volume and output needs:

  • Inkjet: Affordable, good for photos and color. Uses cartridges—ink can dry if unused.
  • Laser: Fast, cost-effective for black-and-white text. Toner won’t dry out but color lasers are pricier.
  • All-In-One (MFP): Combines print, scan, copy, sometimes fax; saves space but may be slower.
  • Photo Printers: Specialized inkjets with 6+ color cartridges for high-fidelity images.
  • Portable: Small, battery-powered, ideal for travel; often photo-only or small-format.

Key Features & Use Cases

Match features to your primary use:

  • Home Office: MFP inkjet or color laser with Wi-Fi and moderate speed (10–20 PPM).
  • Photography: High-resolution inkjets (2400 DPI+), pigment-based inks, wide color gamut.
  • Business: Monochrome laser for large-volume text, high duty cycle, low cost-per-page.
  • Mobile: Compact wireless inkjet for direct smartphone printing, battery-run.

Print Technology Deep Dive

How printers create images:

  • Thermal Inkjet: Heats tiny resistors to create ink droplets; common in home printers.
  • Piezoelectric Inkjet: Uses piezo crystals to push ink; more precise but costlier.
  • Laser (Electrophotography): Laser writes on a drum, toner sticks to charged areas, heat fuses toner to paper.
  • Solid Ink: Melts wax-based sticks; vibrant colors and minimal waste cartridges.

Connectivity Options

How to send print jobs:

  • USB: Direct wired connection; reliable but single-device only.
  • Ethernet: Wired network for multiple users; stable and secure.
  • Wi-Fi: Wireless LAN printing; consider dual-band (2.4/5 GHz) support.
  • Wi-Fi Direct: Device-to-printer without router; good for mobile printing.
  • Bluetooth & NFC: Quick pairing for phones/tablets; limited range.
  • Cloud Printing: Print remotely via services like AirPrint, Mopria, or manufacturer cloud.

Software, Drivers & Firmware

Ensure smooth operation with up-to-date software:

  • Drivers: Communicate between OS and printer; download official versions for compatibility.
  • Firmware: Internal printer software; updates improve performance and security.
  • Apps & Suites: Mobile printing apps, scanning utilities, and cloud integration enhance functionality.

Print Quality & Color Management

For accurate, vibrant prints:

  • Color Profiles (ICC): Standardized color interpretation; install profiles for consistent results.
  • Calibration Tools: Hardware/software solutions to balance color and tone.
  • Paper Types: Glossy, matte, fine art papers absorb ink differently; choose correct media type.
  • Advanced Settings: DPI adjustments, color saturation, brightness controls in driver software.

Paper Handling & Media Types

Versatility requires broad media support:

  • Standard Paper: 20–24 lb copy paper for everyday documents.
  • Photo Paper: Heavyweight, coated for ink absorption and shine.
  • Specialty Media: Envelopes, labels, cardstock, transparencies, banners.
  • Input Capacity: Secondary trays for different media; auto feeder for high volumes.

Duty Cycle & Reliability

Match printer robustness to your usage:

  • Monthly Duty Cycle: Maximum pages recommended per month; use 20–50% of cycle for longevity.
  • Mean Time Between Failures (MTBF): Indication of printer durability before breakdown.
  • Warranty & Support: Look for at least 1-year coverage, on-site service for business use.

Maintenance & Troubleshooting

Keep your printer problem-free:

  • Routine Cleaning: Print head cleaning cycles and dusting to prevent clogs and jams.
  • Common Issues: Paper jams, streaks, banding—follow manufacturer guides to resolve.
  • Replacement Parts: User-replaceable rollers, fuser units, and maintenance kits.
  • Diagnostics: Built-in error codes and software utilities guide troubleshooting.

Environmental & Sustainability

  • ENERGY STAR: Certified printers meet energy efficiency standards.
  • Recycling: Manufacturer take-back programs for cartridges and hardware.
  • Eco Modes: Draft or toner-save settings reduce ink usage.
  • Reusable Cartridges: Refillable and remanufactured cartridge options lower waste.

Buying Tips & Checklist

Ensure you cover all bases:

  • Identify primary tasks: documents, photos, labels.
  • Estimate monthly page volume and required duty cycle.
  • Compare total cost-per-page, including consumables and maintenance kits.
  • Assess connectivity (Wi-Fi, USB, network) and space constraints.
  • Verify OS and mobile compatibility, driver availability, and app support.

Frequently Asked Questions

  • How often should I replace cartridges? Replace when print quality drops or ink runs low; consider high-yield cartridges for heavy use.
  • Is wireless printing secure? Use WPA2 encryption, strong passwords, and disable guest access to protect data.
  • Can I use third-party cartridges? Yes, but check quality reviews and warranty implications.
  • Why does my print color look different? Ensure correct color profiles, paper type setting, and perform calibration.

What's Next?

Ready to dive deeper? Visit these expert review sites and setup tutorials: