An all-in-one printer (multifunction printer, or MFP) combines a printer, scanner and copier, and sometimes fax, in one machine. Its main advantages are less space, a lower total purchase cost, fewer devices to maintain and lower energy use. Its main disadvantages are uneven quality between functions, entry-level models that run only one job at a time, and a single fault that can take every function offline.
Key Takeaways
- An all-in-one printer always prints and scans; most also copy, and fewer models include fax.
- ENERGY STAR says certified imaging equipment can save up to 35 percent versus conventional equipment, and that one multifunction device is more efficient than buying each product separately.
- Some entry-level models cannot print while scanning or copying; Xerox’s support page for its B215 says only one function can be performed at a time.
- Running costs (ink or toner per page) often matter more than the purchase price.
- Office MFPs with storage can keep copies of scanned and printed documents, so wipe the storage before selling or recycling one.
Printers are among the most common tools in a typical office. From small home offices to large businesses, most workplaces still need to print, copy or scan documents at least occasionally. Depending on the nature of your work, you might need different office tools such as scanner, telephone, a few PCs, and of course a printer.
However, today everything is changing thanks to the development of multifunction printers. An all-in-one printer, also called a multifunction printer (MFP) or multifunction device, combines a printer, scanner and photocopier in one machine, and some models add fax or scan-to-email.
Before these combined machines became common, an office typically needed a separate printer, scanner, photocopier and fax machine. According to Wikipedia’s overview of multifunction printers, almost all printer manufacturers offered multifunction models by 2013.
That’s now a different story: one all-in-one printer handles printing, scanning and copying, although speed and quality vary by function and by model. If you want to cut purchase costs and the number of machines to maintain, a multifunction printer is usually the practical choice, provided you also compare ink or toner running costs.
Before you purchase the all-in-one printers, do proper research to ensure that you get the best deals and a high-quality printing machine.
Buy from an established manufacturer and an authorized seller, so warranty service, driver updates and genuine supplies are easy to get. All said, the multifunctional printers just like other machines have their advantages and their drawbacks.
What are the benefits of multifunction printers?
Most major printer manufacturers now build printing, scanning and copying into a single machine. According to Wikipedia, multifunction printers are made for home, small-business, enterprise and commercial use, from small desktop all-in-ones to large production machines.
The companies have discovered that there is a growing demand for multifunction printers due to the various benefits they offer to the users. The benefits are as follows.
You can have almost everything you need in one device.
Why do we say almost everything? The chance of getting an all-in-one printer fitted with everything you need in your business is close to zero. However, according to Wikipedia’s overview, an all-in-one always includes print and scan functions, most also copy, and fewer include fax; some fax-equipped models have also offered a cordless telephone or answering machine.
This means that you will be able to perform more functions at your office with a single printer. Because one all-in-one replaces several separate machines, it takes up less total desk or floor space.
They are very easy to maintain.
Because you have the equipment that you need in one technology alone, there will be a lesser device for you to take care of. You will not have to keep a lot of manuals with you. This also means that you will not have to communicate with several offices to have your equipment fixed.
For instance, if something is wrong with the scanner or fax machine, you need to contact the multi-function printer manufacturer since one person can fix both. Therefore, it will be cheaper for you than paying two different individuals to fix each machine.
You can also save space.
One of the common problems with office equipment is that they are very bulky and they eat up a lot of your space. If you are not blessed with a lot of storage facilities in your workspace, you can make use of all-in-one printers. You also don’t have to deal with several machines at one time.
The multifunctional printers come in different sizes depending on the features you need and Manufacturer. Check on various vendor platforms and choose the best size suitable for your office.
You can save on costs.
It will be more expensive for you to purchase the office equipment one by one than to buy a multi-function printer. Also using a multifunctional printer you will save your budget not only when you buy it but also for your power bills, as you will use only one device which will replace three of them. It also means one service arrangement instead of several. ENERGY STAR notes that buying one multifunction device is more efficient than buying each product separately, and says certified imaging equipment can save up to 35 percent versus conventional equipment.
This then becomes beneficial for your business, especially if you are trying to save on your expenses.
Some manufacturers and retailers sell extended warranties or service plans; check what they cover, such as parts, print heads and on-site visits, before paying for one.
What about the drawbacks of the all-in-one printer?
Just like other products more so the machines, the all-in-one printer are not 100% perfect. They also have some issues that the manufacturers need to address to make them more useful and reliable. However, the good news is that you can minimize some of the multifunctional drawbacks if you take your time and choose the best brand.
Buying a printer without doing research could be a recipe for troubles in the future and maybe losses since it will be expensive to do regular repairs. Some of the common multifunctional printer disadvantages include.
Quality issues
There have been some complaints from the all-in-one printer users about one service being compromised in favor of the other. Your all-in-one printer can print quality images, but might not be that excellent when scanning documents. This is common because many all-in-one models are built primarily as printers, so the scanner may be basic, for example a flatbed with no automatic document feeder or duplex scanning. Check the scanner specifications, not just the print specifications.
Limited usage of features
Furthermore, many entry-level models cannot run two functions at once. Xerox’s support page for its B215 multifunction printer, for example, states that scanning or copying and printing at the same time is not supported, and Xerox’s own buying guide advises checking multitasking ability because some products cannot run functions concurrently. On those models you cannot print one document while scanning another. Likewise, a fax may have to wait until a print job has finished. You will, therefore, be forced to use one feature at a time.
Failure dependence
Another primary concern raised by many all-in-one printer users is its failure dependence. Because every function shares one machine, a fault in a shared part, such as the control board, power supply or paper path, can take several functions offline at once. Repairs usually go through the manufacturer or an authorized service provider, and you lose printing, scanning and copying together while the machine is being fixed.
Even so, for most homes and small offices, the savings in space, purchase cost and energy outweigh these drawbacks, as long as the model matches the workload.
The truth is that devices with multiple functions often seem difficult to fix. Also, the cost of fixing them is usually on the high side. The same thing goes for all-in-one-printers. However, there are some brand names that maintain high quality even when the product carries out multiple functions. Printers also have such brands. Carefully make your choice so that you don’t waste your money on low quality all-in-one printers.
Finally, if you are using a Mac device, there are a wide range of All-In-One Printers for Mac too. A little research before you get one will not hurt too.
All-in-One Printer Advantages and Disadvantages at a Glance
| Advantages | Disadvantages |
|---|---|
| One device prints, scans and copies (some also fax) | Scan or copy quality may lag behind print quality |
| Less desk and floor space than separate machines | Entry-level models may run only one function at a time |
| Lower total purchase cost than buying each machine | One fault can stop every function |
| One set of drivers, supplies and service contacts | Ink or toner running costs can exceed the purchase price over time |
| Lower energy use; ENERGY STAR models can save up to 35 percent | Office models with storage can retain copies of documents |
What Types of Multifunction Printers Are There?
Multifunction printers range from small home units to large print-room machines. Wikipedia’s overview groups them roughly into four categories, while noting that the industry lacks formal definitions.
| Type | Designed for | Typical features |
|---|---|---|
| All-in-one | Home or home office | Print and scan, usually copy, sometimes fax; inkjet or laser engine; Wi-Fi or Ethernet common |
| SOHO MFP | Small office/home office | Print, copy, scan and fax; more likely to have an automatic document feeder and faster output |
| Office MFP | A central office system | Networked document storage, user authentication, scan to email or network folders, finishing such as stapling |
| Production MFP | Print rooms and reprographics | High-speed, high-quality output and advanced finishing such as booklet binding |
Inkjet or Laser All-in-One: Which Has Fewer Drawbacks?
Inkjet and laser all-in-ones have different weak points. According to Wikipedia, laser models give a better result for text, while inkjet models give a more convincing result for images and are cheaper to buy. Most enterprise MFPs use laser technology, while home and small-office all-in-ones commonly use inkjet.
Running cost is where many buyers get caught out. Wikipedia describes how printer sellers often use the razor-and-blades model, selling the printer at cost and making profits on ink cartridges or other replacement parts, which is why comparing cost per page (CPP) is more useful than comparing sticker prices. Refillable ink-tank printers, such as Epson’s EcoTank range introduced in 2014, can lower the cost per page but cost more to buy. For a fuller comparison, see this guide to choosing between an inkjet and a laser printer, and this roundup of Epson printer ink cartridges.
Hidden Drawbacks Buyers Often Miss
Stored documents and security
Multifunction printers are small computers with memory, processors and often a hard disk or flash storage. Wikipedia notes that confidential print, scan and copy jobs can remain unencrypted on that storage and can be recovered, so the storage should be securely wiped before an old machine is sold, returned or recycled. Xerox’s buying guide likewise advises choosing multifunction printers with strong intrusion prevention and data encryption.
Fax is not always included
According to Wikipedia, multifunction printers often included fax from the 1980s to the 2010s, when fax machines were common in office communications, and today fewer all-in-ones include it than include copying. If your work still requires fax, confirm that the exact model has it.
Mac and mobile compatibility
For Mac users, the simplest check is AirPrint support. AirPrint is Apple’s driverless printing feature in macOS, iOS and iPadOS, introduced for Mac in Mac OS X Lion; according to Wikipedia, about 6,000 printer models from two dozen manufacturers supported it as of July 2020, and Apple keeps the current list on its support site. AirPrint covers printing; scanning features vary by model and app.
How to Choose an All-in-One Printer Without Regret
- List the functions you really use. Print, scan and copy are common; fax, duplex scanning and an automatic document feeder are not standard on every model.
- Check multitasking. If several people share the machine, confirm it can print while scanning or copying.
- Compare cost per page. Look up the price and page yield of the ink or toner before buying the printer.
- Look at the scanner specifications. Resolution, document feeder and duplex scanning decide how useful the scan side is.
- Check connectivity. Wi-Fi, Ethernet, AirPrint for Apple devices and drivers for your operating system.
- Look for ENERGY STAR certification. ENERGY STAR says certified printers are set for double-sided printing by the manufacturer and are designed to wake from and return to sleep mode quickly.
- Plan for security. For shared office machines, look for user authentication, encryption and a way to wipe stored data.
A printer is only one part of a working setup; see this list of essential office equipment, these essential office supplies for any business and these tips for an effective home office setup.
Who Should Buy an All-in-One Printer?
An all-in-one printer suits homes, students, remote workers and small offices that print, scan and copy occasionally and want one compact, affordable device. Separate machines, or a higher-grade office MFP, make more sense when several people need to scan and print at the same time, when scan quality is critical, or when losing every function at once during a repair would be costly.
Frequently Asked Questions
What is the main disadvantage of an all-in-one printer?
The main disadvantage of an all-in-one printer is dependence on one machine: if a shared part fails, printing, scanning and copying can all stop together. Many entry-level models also run only one function at a time, and the scanner is often more basic than the printer.
Is an all-in-one printer cheaper than separate devices?
An all-in-one printer usually costs less to buy than a separate printer, scanner and copier, and ENERGY STAR notes that one multifunction device is more efficient than buying each product separately. Total cost still depends on ink or toner, so compare cost per page.
Can an all-in-one printer print and scan at the same time?
Some can and some cannot. Xerox’s support page for its B215 multifunction printer says scanning or copying and printing at the same time is not supported, so check the multitasking specification of the exact model.
Do all-in-one printers have fax?
Not always. According to Wikipedia, an all-in-one always prints and scans and most also copy, but fewer models include fax.
Are all-in-one printers good for Mac?
Yes, if the model supports AirPrint, Apple’s driverless printing feature built into macOS, iOS and iPadOS. Check Apple’s current AirPrint list and the manufacturer’s scanning software for macOS before buying.
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