Buying guide for printers

The cost of printer ink is a perennial punchline, but the upfront cost of the printer itself often gets a pass. That’s a mistake. After a decade analyzing the pricing strategies within the printing industry, I can tell you that the printer you choose dictates your ink expenses for years to come. This isn’t just about the sticker price; it’s about the hidden costs designed to lock you into a perpetual ink subscription model.

InkLedger is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate, we earn from qualifying purchases.

Understanding Printer Types: Beyond the Marketing Jargon

The first step in making an informed printer purchase is understanding the fundamental technologies at play. Manufacturers go to great lengths to differentiate their models with proprietary features and catchy names, but beneath it all, most consumer and small-office printers fall into a few core categories.

Inkjet: The Old Workhorse (and Money Pit?)

Inkjet printers are the most common type for home users, known for their ability to produce vibrant color prints, including photos. They work by spraying microscopic droplets of liquid ink onto paper.

• Pros: Excellent photo quality, good color reproduction for graphics, generally lower upfront cost than lasers, can print on a wider variety of paper types (glossy photo paper, cardstock, etc.).
• Cons: Slower print speeds for text documents compared to laser, ink is expensive and consumed quickly (especially color), print heads can clog if not used regularly, prints can smudge if exposed to moisture before drying.

The critical distinction within inkjets lies in their ink delivery system. Most traditional inkjets use small cartridges that combine all colors into one or use individual color cartridges. The problem? When one color runs out, you replace the whole cartridge, often wasting leftover ink in other compartments. This is where the notorious “razor-and-blades” model shines for manufacturers.

A major shift in the inkjet market has been the introduction of “tank” printers, often marketed as “EcoTank” (Epson), “MegaTank” (Canon), or “Smart Tank” (HP). These models feature large, refillable ink reservoirs instead of small cartridges.

• Ink Tank Printers: These are a game-changer for high-volume inkjet users. Instead of tiny cartridges, you pour ink from bottles directly into integrated tanks. The upfront cost is higher, but the cost per page plummets dramatically. This is the closest you’ll get to breaking free from the traditional inkjet ink trap. For families or small businesses that print frequently in color, a tank printer like the Epson EcoTank ET-2800 is often the most economical choice over its lifespan.

Laser: Speed and Economy for Text

Laser printers are the preferred choice for offices and anyone who primarily prints text documents. They use a toner cartridge (a fine powder) and a heated fuser to bond the toner to the paper.

• Pros: Extremely fast print speeds, incredibly sharp text, very low cost per page for black and white, toner doesn’t dry out or clog like liquid ink, ideal for high-volume text printing.
• Cons: Higher upfront cost, color laser printers are significantly more expensive than color inkjets and often produce less vibrant photos, limited media versatility (some specialty papers won’t work), larger footprint.

While color laser printers exist, they are often overkill for home use unless you need very high-volume color documents that don’t require photographic quality. For most households, a monochrome (black and white) laser printer offers unparalleled efficiency for school reports, invoices, and general document printing. Consider a model like the Brother HL-L2370DW for its robust performance and excellent cost-per-page for black and white.

All-in-One (AIO) / Multifunction Printers (MFP): Convenience or Compromise?

Most printers sold today are AIOs, combining printing, scanning, copying, and often faxing into one unit.

• Pros: Space-saving, cost-effective (buying separate devices would be more expensive), convenient.
• Cons: If one function breaks, the whole unit is compromised; can be slower than dedicated devices; often come with smaller paper trays and less robust features than dedicated office machines.

For the vast majority of home and small office users, an AIO is the practical choice. Just remember that the underlying print technology (inkjet or laser) still dictates the ink/toner costs and print quality.

The True Cost of Ownership: Beyond the Sticker Price

The purchase price of a printer is often a loss leader for manufacturers, designed to get you into their ecosystem. The real profit center is the consumables: ink and toner. This is where my decade in the industry revealed the stark truth: many printers are designed to be cheap to buy and expensive to run.

Cost Per Page (CPP): The Only Metric That Matters

Forget the “number of pages per cartridge” estimates on the box. Those are often based on a 5% page coverage standard (an asterisk-laden disclaimer in fine print) – meaning only 5% of the page has ink on it. Your typical text document is closer to 15-20% coverage, and photos are 100%.

InkLedger’s methodology involves printing a 200-page real-document workload (mixed text, photo, color) to calculate a realistic cost per page. This is the figure you should be looking for.

• How to estimate CPP: Divide the cost of a replacement ink/toner cartridge by its stated page yield. Then, mentally adjust for real-world usage. For instance, if a black cartridge costs $30 and claims 500 pages, the theoretical CPP is $0.06. But if you print graphics or dense text, expect that to be closer to $0.10-$0.15. For tank printers, the CPP can be as low as $0.002 for black and white.

Third-Party Ink and Toner: The Rebel Alliance

Manufacturers actively discourage the use of third-party or generic ink/toner. They cite quality issues, potential damage, and voided warranties. While some low-quality generics exist, many reputable third-party brands offer significant savings without compromising print quality or printer longevity.

• InkLedger’s Stance: We rigorously test third-party cartridges purchased at retail. Our findings consistently show that for most users, the savings outweigh the (often exaggerated) risks. The key is to choose reputable brands with good reviews. This is where our ongoing cartridge reviews become invaluable.

Subscription Services: Convenience at a Cost?

HP’s Instant Ink and similar programs offer to ship you ink when your printer detects it’s running low, based on a monthly page allowance.

• Pros: Never run out of ink, potentially lower upfront cost if you choose the right plan for your usage.
• Cons: You don’t own the ink (it’s rented), unused pages often don’t roll over indefinitely, can be more expensive if your usage fluctuates, ties you into a single manufacturer, and the printer may stop working if you cancel the subscription. This is a prime example of the “razor-and-blades” model evolving into a service. For many, it’s a trap.

Key Features to Consider for Your Needs

Once you’ve decided between inkjet (especially tank) and laser, and whether you need an AIO, delve into the specifics.

Connectivity: How Will You Print?

• USB: Standard for direct connection. Reliable but limits placement.
• Wi-Fi: Essential for wireless printing from multiple devices (laptops, phones, tablets). Look for Wi-Fi Direct for printing without a router.
• Ethernet: For wired network connections, common in office environments for stability.
• Mobile Printing Apps: Almost all modern printers offer apps (e.g., HP Smart, Epson iPrint, Canon PRINT Inkjet/SELPHY) for printing directly from smartphones and tablets.
• Cloud Printing: Services like Apple AirPrint, Google Cloud Print (though being phased out), and Mopria allow printing from anywhere with an internet connection.

Print Speed: How Fast Do You Need It?

Measured in Pages Per Minute (PPM). For occasional home use, 10-15 PPM is fine. For heavier use or small offices, 20+ PPM for black and white is desirable. Color PPM is almost always lower.

Print Quality: What Are Your Priorities?

• Resolution (DPI): Higher DPI (dots per inch) generally means sharper images and text. For text, 600x600 DPI is sufficient. For photos, look for 1200x1200 DPI or higher on inkjets.
• Color Accuracy: Important for photographers or graphic designers. Consumer-grade printers are generally “good enough” for everyday photos, but professional work requires specialized photo printers.

Paper Handling: What and How Much?

• Paper Tray Capacity: Standard trays hold 100-250 sheets. Larger capacities mean less frequent refills.
• Automatic Document Feeder (ADF): Crucial for scanning or copying multi-page documents without manually feeding each sheet. Look for an ADF with duplex (two-sided) scanning if you need it.
• Duplex Printing: Automatic two-sided printing saves paper and time. A must-have feature for many.
• Media Types: Ensure the printer handles the paper you use (cardstock, envelopes, labels, photo paper).

Display and Controls: Ease of Use

• LCD vs. Touchscreen: Touchscreens are generally more intuitive and offer more features, but add to the cost. Even a small LCD can be sufficient for basic tasks.
• Physical Buttons: Important for quick access to common functions like copy or scan.

Printer Recommendations for Specific Use Cases

While specific models change frequently, these categories generally hold true.

For the Budget-Conscious Home User (Low Volume, Mixed Needs)

An entry-level inkjet AIO is often the default. Look for models where individual color cartridges are available, not just tri-color cartridges. This helps reduce waste. The Canon PIXMA TS6420a offers a good balance of features and reasonable ink costs for its class. Be aware, however, that even with individual cartridges, the CPP for these printers remains high. This is where considering third-party ink becomes even more critical.

For the Student or Home Office (High Volume Text, Occasional Color)

A monochrome laser printer paired with a separate, inexpensive color inkjet for photos or occasional color documents is often the most cost-effective long-term solution. If space is an issue, an inkjet tank printer is the superior choice. This combination gives you cheap, fast text and decent color when you need it without the exorbitant cost of a color laser or traditional inkjet.

For the Family with School-Aged Children (Moderate to High Volume, Color Critical)

An inkjet tank printer is almost always the best bet here. The ability to print homework assignments, crafts, and photos without constantly worrying about ink costs is invaluable. The higher upfront cost is quickly offset by the dramatically lower cost per page.

For the Small Business / Home Office (High Volume, Robust Features)

Depending on your specific needs, either a robust monochrome laser AIO (if color isn’t critical) or a high-end inkjet tank AIO with advanced features like a large ADF and fast print speeds. Consider models with higher paper tray capacities and robust network connectivity.

Bottom Line

Purchasing a printer is not a one-time transaction; it’s an investment in an ecosystem. The decision should hinge on your printing volume, the type of documents you produce most often, and your willingness to explore third-party ink options. Prioritize cost per page over sticker price, and seriously consider tank-based inkjets or monochrome lasers for long-term savings. Don’t let clever marketing obscure the true cost of staying connected to your printer. Do your homework, read independent reviews (like our detailed printer reviews), and you’ll avoid getting fleeced by the ink cartel.