Here are the top features you should prioritize when shopping for your next office printer, along with local insights and resources.
1. Multifunction / All-in-One Capabilities
Modern offices need more than just printing. A multifunction printer (MFP) that handles printing, scanning, copying, and faxing provides more functionality in a compact footprint.
- Look for duplex scanning (double-sided scans in one pass).
- Ensure your printer has an automatic document feeder (ADF) for scanning multi-page files efficiently.
See the best all-in-one printers reviewed by Tom’s Guide for an overview of top-rated options.
2. Print Speed & Duty Cycle
Your office’s print volume matters. For heavy use, you’ll want:
- High pages-per-minute (ppm) speed
- A duty cycle that exceeds your expected monthly usage
- Short warm-up times between jobs
RTINGS tested and ranked the best office printers based on speed, reliability, and real-world performance.
3. Cost per Page & Supplies
Consumables are often the largest long-term expense. Pay attention to:
- High-yield toner or ink cartridges
- Printers with refillable ink tanks
- Whether the printer requires separate drum and cartridge replacements
Making the right choice here will significantly reduce your cost-per-page over time.
4. Connectivity & Cloud Printing
Your next office printer should support flexible connectivity:
- Wi-Fi & Ethernet for office networks
- AirPrint for Apple users (AirPrint details)
- Google Cloud Print alternatives and IPP for seamless driverless printing (Internet Printing Protocol)
- USB-C or walk-up USB ports for direct printing
This ensures employees in the office and remote workers can connect easily.
5. Security Features
Security is often overlooked but critical for sensitive documents. Look for:
- Secure print release (PIN or card authentication)
- Encrypted connections (SSL/TLS)
- User authentication & audit logs
- Regular firmware updates from the manufacturer
Xerox office printers are well-known for advanced document security features.
6. Scalability & Paper Handling
As your business grows, your printer should grow with you:
- Multiple input trays for different paper types
- Large-capacity feeders
- Support for specialty media (envelopes, card stock)
- Optional finishing tools (stapling, folding, hole-punching)
These features make in-house production of marketing and client documents much easier.
7. Local Service & Reliability
Even the best machines need occasional maintenance. For businesses in Santa Barbara and Ventura County, having local service support is essential.
That’s where DocuProducts comes in. With over 25 years serving Santa Barbara, Ventura, and Los Angeles counties, they provide:
- Office printers and copiers
- Managed print services (MPS)
- Local on-site service and fast response times
By choosing a local provider like DocuProducts, you get reliable equipment and ongoing support tailored to the unique needs of businesses in our region.
Bonus Tip: Managed Print Services (MPS)
If your office printing needs are complex, consider Managed Print Services. An MPS program helps:
- Monitor print usage
- Automate supply refills
- Reduce downtime and costs
- Improve document security
Learn more about managed print services in Santa Barbara & Ventura.
Final Thoughts
Choosing the right office printer isn’t just about speed or cost — it’s about finding a machine that can grow with your business while staying reliable. By focusing on multifunction capabilities, cost efficiency, connectivity, and security — and working with a trusted local partner like DocuProducts — your office will be set up for long-term success.
👉 Ready to upgrade your office printer? Contact DocuProducts in Santa Barbara & Ventura County for personalized recommendations and local service support.