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How to Choose the Right Office Copier: Top Features and Considerations

An office copier is an essential piece of equipment for businesses of all sizes. Choosing the right copier can significantly impact your office's productivity, efficiency, and overall operational costs. In this blog, we will discuss the top features and considerations to help you select the perfect office copier for your business.


Assess Your Printing and Copying Needs

Before diving into the features of office copiers, it's crucial to assess your business's specific needs. Consider the following:

  • Volume: Estimate the number of pages your office prints and copies per month to determine the appropriate copier capacity.
  • Color vs. Monochrome: Will you primarily be printing black and white documents, or do you need color capabilities for marketing materials or presentations?
  • Paper Size: Ensure the copier can accommodate the paper sizes you typically use, such as letters, legal, or ledger.
  • Networking: Determine whether your copier needs to be networked to multiple computers or if a standalone copier will suffice.

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Top Features to Look for in an Office Copier

Once you have a clear understanding of your needs, you can begin evaluating the features of various office copiers. Here are some of the top features to look for:

Print and Copy Speed

The print and copy speed, measured in pages per minute (PPM), is a critical factor when selecting an office copier. A higher PPM will increase productivity, especially if your office frequently prints or copies large volumes of documents. Be sure to balance speed with other factors, such as cost and quality, to find the perfect copier for your needs.

Print and Copy Quality

The quality of prints and copies should not be overlooked. High-quality prints and copies will create a professional image for your business. Look for copiers with high print resolutions (measured in dots per inch, or DPI) to ensure crisp, clear documents.


Duplexing is the ability to print or copy on both sides of a sheet of paper automatically. This feature is essential for businesses aiming to reduce paper usage and create professional-looking documents.


Connectivity Options

Modern office copiers offer various connectivity options, including USB, Ethernet, and Wi-Fi. Ensure the copier you choose supports the preferred connectivity method for your office setup.

Scanning Capabilities

Many office copiers now include built-in scanners, allowing you to scan documents directly to email, a network folder, or a cloud storage service. This feature streamlines your document management process.

Security Features

With sensitive information often being printed and copied, security should be a top priority. Look for copiers with built-in security features, such as user authentication, secure printing, and data encryption.

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Leasing vs. Purchasing

Another essential consideration when choosing an office copier is whether to lease or purchase the device. Each option has its advantages and disadvantages:

  • Leasing: Leasing a copier typically involves a monthly fee, allowing you to spread the cost over time. This option is ideal for businesses that want to keep up with the latest technology or those with limited upfront capital. However, leasing may end up being more expensive in the long run.
  • Purchasing: Buying a copier requires a more significant upfront investment but can save money over time. Owning the device also allows you more control over its usage and maintenance. However, you may need to invest in a new copier sooner if your business needs to change or the device becomes outdated.

Budget and Total Cost of Ownership

When choosing an office copier, consider not only the initial price but also the total cost of ownership. This includes factors such as consumables (toner, ink, and paper), maintenance, and energy consumption.

Average Cost of Buying and Leasing Office Copiers

When deciding between buying or leasing an office copier, it's essential to consider the average costs associated with each option. This will enable you to make a more informed decision based on your business's financial situation and requirements.

Buying Office Copiers

The upfront cost of purchasing an office copier varies greatly depending on the features, speed, and brand. Here is a general breakdown of the average prices:

  • Entry-Level: Basic monochrome copiers, suitable for small businesses with low-volume needs, can cost between $1,000 and $3,000.
  • Mid-Range: For medium-sized businesses with higher volume requirements, a mid-range copier with more features and faster speeds can range from $3,000 to $10,000.
  • High-End: Advanced copiers with high speeds, color capabilities, and additional features can cost anywhere from $10,000 to $40,000 or more.


Keep in mind that these prices are for the copier itself and do not include the ongoing costs of consumables, maintenance, and energy consumption.

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Leasing Office Copiers

Leasing office copiers generally involves a monthly fee that depends on the length of the lease, the type of copier, and any additional services included, such as maintenance and consumables. Here are the average monthly lease prices for different copier tiers:

  • Entry-Level: For basic monochrome copiers, expect to pay between $50 and $150 per month.
  • Mid-Range: Mid-range copiers with more features and higher speeds typically cost between $150 and $450 per month.
  • High-End: Leasing a high-end copier with advanced features and color capabilities can range from $450 to $1,200 or more per month.

Leasing may include maintenance and consumable costs, but it's essential to verify the specifics of the lease agreement. Also, consider the total lease cost over the lease term, as it may exceed the purchase price of the copier.

By considering the average costs of buying or leasing office copiers, you can make a well-informed decision that best suits your business's needs and budget. Keep in mind that it's essential to balance cost with functionality and features to ensure you get the best value for your investment. Considering these factors and understanding the features most critical to your business, you can select the right office copier to meet your needs and improve overall office efficiency.


Author: Hudson Piccini

Hudson Cynar, a Harvard University alumna and the owner of three prosperous enterprises, is a distinguished business consultant, author, and writer. Her expertise spans multiple business sectors, with a particular emphasis on storage containers, commercial copiers, payroll services, and medical billing software. Dedicatedly investing thousands of hours into product and service research, Hudson crafts insightful reviews to guide entrepreneurs in making informed decisions for their businesses.