Office printers are more than just document-handling devices; they are crucial to maintaining efficiency and workflow in any business environment. Whether printing reports, marketing materials, or simple black-and-white documents, choosing the right printer can save time and money in the long run. The market offers various printer types, including laser, inkjet, and all-in-one models, each designed to cater to specific business needs.
Why Choosing the Right Office Printer Matters
The right printer can significantly impact productivity, operational costs, and even environmental footprint. Businesses need to evaluate factors such as print speed, print quality, ink efficiency, connectivity options, and security features before making a purchase.
Laser printers are ideal for high-volume text printing, offering speed and lower cost per page. In contrast, inkjet printers excel in color accuracy and image quality, making them great for marketing materials. All-in-one printers are multifunctional devices that integrate printing, scanning, copying, and faxing into a single machine, saving space and costs for small businesses.
Essential Features to Look for in an Office Printer
1. Print Speed & Volume
- Print speed is measured in pages per minute (ppm). Standard business printers range from 20 ppm to 70 ppm for black-and-white documents.
- Consider the monthly duty cycle (recommended print volume) to ensure the printer can handle your office’s workload efficiently.
2. Print Quality & Resolution
- Standard business documents require at least 600 x 600 dpi, while high-quality marketing materials may need 1200 x 1200 dpi or more.
- Laser printers generally offer sharp, crisp text, while inkjet models provide superior color depth for graphics.
3. Connectivity Options
- Modern office printers come with Wi-Fi, Ethernet, Bluetooth, NFC tap-to-print, and cloud printing services like Google Cloud Print and Apple AirPrint.
- Wireless connectivity allows easy printing from multiple devices without installing drivers manually.
4. Paper Handling & Size
- Look for automatic duplex printing (double-sided printing) to save paper.
- High-volume offices should opt for printers with multiple paper trays and a high input capacity.
- Consider wide-format printing capabilities for large marketing materials.
5. Running Costs & Ink Efficiency
- Ink or toner cartridges can significantly impact the total cost of ownership.
- High-yield cartridges offer a lower cost per page and require less frequent replacements.
- Some printers offer subscription-based ink services that automatically order ink before you run out.
6. Security Features
- With cybersecurity threats on the rise, secure print release, user authentication, and encryption are essential features.
- Cloud-connected printers should have built-in security protections to prevent unauthorized access.
Top 10 Best Office Printers of 2025
Below is a curated list of the best office printers available this year, ranked based on performance, reliability, and overall value for businesses:
Final Thoughts: Making the Right Choice
Choosing the best office printer depends on your business’s printing needs, security requirements, and cost considerations. Whether you need a high-speed laser printer for text-heavy documents or an inkjet printer for high-quality images, investing in the right model ensures efficiency and long-term savings. Consider print volume, security features, and running costs when making your final decision.
Best Office Printers: Details
Finding the right printer for your office can significantly impact productivity and budget management. The market offers numerous models with varying capabilities, from basic document printing to advanced features like scanning and wireless connectivity. Our team has tested and reviewed the top office printers available in 2025, evaluating them on print quality, speed, cost per page, and reliability.
HP OfficeJet Pro 9125e
The HP OfficeJet Pro 9125e delivers reliable all-in-one functionality for small to medium businesses seeking professional color printing with robust security features.
Pros
- Fast printing speeds (22 ppm black, 18 ppm color) with automatic duplex capabilities
- Comprehensive security through HP Wolf Pro protects against cyber threats
- Includes 3 months of HP Instant Ink subscription service
Cons
- Limited to working with original HP ink cartridges only
- Setup process can be challenging for some users
- Relatively heavy at 20.5 pounds
HP’s OfficeJet Pro 9125e stands out in the crowded office printer market with its business-focused features. The printer offers a substantial 250-sheet paper capacity that reduces the frequency of paper refills. Its dual-pass automatic document feeder streamlines scanning and copying tasks for busy professionals.
Connectivity options abound with this model. The dual-band Wi-Fi automatically detects and resolves connection issues, while additional USB and Ethernet ports provide flexibility for different office setups. Users can easily print, scan, copy, or fax directly from their smartphones using HP’s mobile app.
The 2.7-inch color touchscreen provides intuitive navigation with a phone-like interface. Environmental considerations were factored into the design, with over 40% recycled plastic used in construction. This all-in-one printer balances professional output quality with practical features that support daily business operations.
Security remains a priority with the built-in HP Wolf Pro Security suite. These tools help protect sensitive business information by safeguarding networks against potential threats. The printer’s 512 MB memory capacity enables smooth handling of complex print jobs without slowdowns.
HP OfficeJet 8015e Wireless Printer
The HP OfficeJet 8015e offers solid performance for small offices with its all-in-one functionality and HP+ smart features, though reliability issues might give some buyers pause.
Pros
- Six months of free Instant Ink subscription included
- Fast print speeds (18 ppm black, 10 ppm color)
- Versatile features including scanning, copying and automatic two-sided printing
Cons
- Requires HP original ink cartridges only
- Mixed customer feedback on reliability
- Monthly fee applies after initial six-month ink subscription ends
The HP OfficeJet 8015e combines essential office functions in one compact device. This all-in-one printer handles printing, scanning, and copying tasks efficiently with respectable speeds of up to 18 pages per minute for black and 10 pages per minute for color documents. Small business owners will appreciate the professional-quality color output suitable for reports, forms, brochures, and presentations.
Connectivity options make this printer accessible for modern workplaces. The dual-band Wi-Fi features self-healing technology that detects and resolves connection issues automatically. Users can print from virtually anywhere using the HP Smart App, which enables remote printing, scanning, and copying directly from smartphones or tablets. This mobile functionality proves invaluable for teams working across multiple locations.
HP+ Smart Printing System adds significant value through enhanced features. When activated, HP+ provides advanced security protections, automatic updates, and improved mobile printing capabilities at no additional cost. The included six-month Instant Ink subscription delivers ink cartridges before they run out, potentially saving up to 50% on ink costs. However, users should note that this printer only works with original HP ink cartridges containing HP chips, which may impact long-term operational costs after the initial subscription period ends.
HP Color LaserJet Pro MFP 3301fdw
The HP Color LaserJet Pro MFP 3301fdw delivers exceptional value for small business teams needing a reliable all-in-one laser printer with robust security features and wireless connectivity.
Pros
- Fast 26 ppm printing with vibrant laser-quality color
- Advanced security with HP Wolf Pro protection
- Versatile connectivity options including Wi-Fi, Ethernet, and mobile printing
Cons
- Relatively heavy at 37.7 pounds
- Only works with original HP toner cartridges
- Higher initial purchase price compared to inkjet alternatives
This multifunction printer combines printing, scanning, copying, and faxing capabilities in one powerful device. Users benefit from the next-generation TerraJet toner technology that produces more vivid colors for professional-looking documents. The automatic document feeder and duplex printing save time and paper when handling multi-page documents.
Connectivity is a strong point with dual-band Wi-Fi that features self-reset functionality to automatically detect and resolve connection issues. The printer also offers USB and Ethernet options for flexible office setup. Mobile printing is straightforward with the HP app, allowing users to print, scan, copy, or fax directly from smartphones.
HP designed this printer with sustainability in mind. The 3301fdw holds both Energy Star and EPEAT certifications, demonstrating its reduced energy consumption. The company also offers toner cartridge recycling through its Planet Partners program. With a 250-sheet input tray, this printer handles various media sizes from small 3 x 5 inch documents to legal-sized 8.5 x 14 inch papers.
Security features stand out with HP Wolf Pro Security, which provides customizable tools to protect sensitive business data and networks from cyber threats. This focus on data protection makes the 3301fdw particularly suitable for businesses that handle confidential information. The printer’s reliability is backed by HP’s reputation as America’s most trusted printer brand.
HP LaserJet Pro 4101fdw
The HP LaserJet Pro 4101fdw delivers exceptional speed and functionality for small business teams needing a reliable black and white multifunction printer.
Pros
- Blazing fast 42 pages per minute print speed
- All-in-one functionality (print, scan, copy, fax)
- Self-healing Wi-Fi connectivity with remote management capabilities
Cons
- Works only with HP-chipped cartridges
- Relatively large footprint (16.5″ x 12.7″ x 15.3″)
- Higher initial investment compared to inkjet alternatives
The LaserJet Pro 4101fdw stands out as a workhorse for small to medium businesses. Its impressive 42 pages per minute print speed significantly reduces wait times when printing large documents. Teams of up to 10 users can share this printer efficiently, with automatic two-sided printing that saves paper and time.
Security features deserve special mention with this model. HP Wolf Pro Security comes pre-configured, allowing offices to protect sensitive information right out of the box. The ability to customize security settings through a single dashboard simplifies management for IT departments or small business owners who need to oversee multiple devices.
Connectivity options make this printer extremely versatile. Users can connect via USB, Ethernet, or wireless networks. The self-healing Wi-Fi technology automatically troubleshoots connection issues, maintaining reliable printing capabilities even in offices with spotty wireless coverage. Mobile printing works seamlessly, letting employees print from any device regardless of their location.
Document handling capabilities exceed expectations for this price range. The automatic document feeder speeds up multi-page scanning and copying tasks, while the flatbed scanner accommodates bound materials and irregular items. The 350-sheet input capacity means less frequent paper refills, saving valuable time during busy workdays.
The touchscreen interface simplifies operation even for users with limited technical experience. Common functions appear prominently, and the menu system follows an intuitive layout. Setting up scan-to-email or creating custom workflows requires minimal effort, streamlining office procedures.
HP Color LaserJet Pro 4301fdw
The HP Color LaserJet Pro 4301fdw is an excellent all-in-one solution for small business teams needing reliable, fast color printing with robust security features.
Pros
- Impressive 35 ppm color printing speed
- Complete functionality (print, scan, copy, fax)
- Advanced security with HP Wolf Pro protection
Cons
- Relatively expensive toner replacements
- Bulky size at 45 pounds
- Initial setup may require technical knowledge
This multifunction laser printer delivers exceptional performance for small office environments. Teams of up to 10 people can benefit from its quick 35 pages per minute color output and automatic two-sided printing capabilities. The device maintains reliable wireless connectivity with intelligent Wi-Fi that continuously optimizes connection quality.
Security stands out as a major advantage for businesses concerned with data protection. HP Wolf Pro Security includes customizable settings to safeguard sensitive information. The printer also features convenient mobile printing options, allowing team members to print from smartphones and other devices without complicated setup procedures.
Document handling capabilities make this printer particularly versatile. The automatic document feeder speeds up scanning and copying tasks, while the printer accommodates various media types and sizes from 6 x 5 to 8.5 x 14 inches. Print quality remains consistently high across text documents and color materials, making it suitable for professional reports and presentation materials.
Despite its comprehensive feature set, potential buyers should consider the significant 45-pound weight and substantial dimensions before purchase. The printer requires adequate space in an office setting. Additionally, replacement toner costs represent an ongoing expense, though the high-capacity cartridges provide good value for high-volume printing environments.
HP OfficeJet Pro 9135e
The HP OfficeJet Pro 9135e offers businesses a robust all-in-one printing solution with excellent paper capacity and security features, making it suitable for medium-volume office environments despite some design limitations.
Pros
- High paper capacity with dual 250-sheet trays
- Advanced security features with HP Wolf Pro protection
- Fast printing speeds (25 ppm black, 20 ppm color)
Cons
- Bulky design at over 26 pounds
- Mixed customer reviews about reliability
- Proprietary ink system limits third-party cartridge options
This office workhorse delivers impressive specifications for businesses requiring consistent document production. With dual 250-sheet paper trays providing a total 500-sheet capacity, offices can minimize paper refills and handle larger print jobs efficiently. The automatic document feeder and two-sided scanning save time on multi-page documents.
Connectivity options abound with the 9135e. Users can print via wireless connections, USB, or Ethernet, offering flexibility for different office setups. The 4.3-inch color touchscreen provides intuitive navigation, while the HP mobile app allows convenient printing and scanning directly from smartphones.
Security stands out as a key feature for this model. HP Wolf Pro Security helps protect sensitive business data and defend against cyber threats. The printer uses more than 40% recycled plastic, appealing to environmentally-conscious businesses. For offices weighing their options, this printer strikes a balance between performance and functionality, though its 26.1-pound weight requires consideration for placement.
Canon Color imageCLASS MF656Cdw
The Canon MF656Cdw offers excellent value for small to medium offices seeking a reliable all-in-one color laser printer with robust features and respectable print speeds.
Pros
- Versatile 4-in-1 functionality with duplex scanning and printing
- Intuitive 5-inch color touchscreen for easy operation
- Strong 3-year warranty provides peace of mind
Cons
- Bulky size requires significant desk space
- Some users report connectivity issues with Mac computers
- Initial setup can be challenging for some users
This multifunction laser printer balances performance and convenience with its ability to print, copy, scan, and fax documents. At 22 pages per minute for both color and black-and-white, it handles moderate office workloads efficiently. The quick first-print time of just 10.3 seconds reduces waiting for urgent documents.
Paper handling capabilities are adequate for most small offices with a 250-sheet standard tray and single-sheet multipurpose input. The 50-sheet automatic document feeder with one-pass duplex scanning saves considerable time when processing multi-page documents. Users appreciate the high-capacity toner options (Toner 067) which minimize interruptions for supplies replacement.
Connectivity options make this printer highly versatile in modern office environments. It supports wireless printing through Canon PRINT Business, Apple AirPrint, and Mopria Print Service for easy mobile printing. The 5-inch color touchscreen simplifies navigation through settings and features. With eco-friendly certifications including ENERGY STAR and EPEAT Silver, this printer helps offices maintain environmental responsibility while benefiting from reliable performance.
Epson EcoTank ET-4800
The Epson EcoTank ET-4800 offers excellent value for home offices with its cartridge-free ink system that saves money and reduces waste.
Pros
- High-capacity ink tanks provide up to 2 years of printing
- Saves up to 90% on replacement ink compared to cartridges
- All-in-one functionality with scanner, copier, and fax
Cons
- Print speeds are relatively slow at 10 ppm black/5 ppm color
- Initial purchase price is higher than standard inkjet printers
- Build quality feels somewhat lightweight
The ET-4800 represents a different approach to home office printing. Instead of traditional cartridges, this printer uses refillable ink tanks that dramatically reduce ongoing costs. Each set of replacement bottles provides enough ink to print approximately 4,500 black pages or 7,500 color pages—equivalent to about 90 individual cartridges.
Setup is straightforward, with included ink bottles that are designed to minimize mess during the initial filling process. The printer features a color display that makes navigation simple, and wireless connectivity options include Ethernet, Wi-Fi, and voice-activated printing. Users can print directly from smartphones and tablets using the Epson Smart Panel App or Epson Email Print.
Print quality delivers sharp text and vibrant colors thanks to Epson’s Micro Piezo Heat-Free Technology. The auto document feeder, flatbed scanner, and fax capabilities make this a versatile option for home businesses. Though the 100-sheet paper capacity might require frequent refilling for high-volume users, the convenience of rarely changing ink makes this a worthy trade-off for many.
Connectivity options shine with this model. The ET-4800 can connect to devices through USB, Ethernet, or wireless networks. Voice-activated printing compatibility adds convenience for hands-free operation when paired with smart home systems.
Epson backs this printer with a 2-year limited warranty that includes full unit replacement when registered. The peace of mind from rarely running out of ink combined with significant cost savings makes this an attractive option for home offices with moderate printing needs.
HP DeskJet 4255e
The HP DeskJet 4255e offers decent functionality for home offices with its all-in-one capabilities, though its slow print speeds and ink subscription model may not suit all users.
Pros
- Versatile all-in-one printing, scanning and copying
- Includes 3 months of Instant Ink with HP+ setup
- Compact design with automatic document feeder
Cons
- Slow print speeds (8.5 ppm black, 5.5 ppm color)
- Requires HP-only ink cartridges
- Limited paper capacity for office environments
This compact multifunction printer delivers essential office capabilities in a space-saving design. The built-in 60-sheet paper tray handles basic document needs, while the automatic document feeder simplifies multi-page scanning and copying tasks. Wireless connectivity enables printing from smartphones and computers without dealing with cables.
Print quality meets expectations for everyday documents, though at modest speeds of 8.5 ppm for black and 5.5 ppm for color. The DeskJet 4255e includes HP’s mobile app, allowing users to print, scan, copy, or even fax directly from smartphones. This feature proves particularly useful for quick tasks without needing to access a computer.
HP constructed this printer with sustainability in mind, using at least 60% recycled plastic in its manufacturing. The included three-month Instant Ink subscription delivers replacement cartridges before the printer runs out, potentially saving money compared to retail prices. However, buyers should note that after the trial period, a monthly fee applies unless canceled, and the printer blocks non-HP ink cartridges.
HP OfficeJet Pro 9730e Wide Format Printer
The HP OfficeJet Pro 9730e delivers exceptional wide-format printing capabilities with professional color accuracy, making it an ideal investment for small businesses and offices requiring versatile document handling.
Pros
- Prints up to 11×17″ with P3 color technology for superior color accuracy
- Generous 500-sheet capacity with dual 250-sheet trays
- Advanced security features with HP Wolf Pro Security protecting sensitive data
Cons
- Relatively heavy at 43 pounds
- Requires original HP cartridges only
- Monthly fee applies after initial 3-month ink subscription
This wide-format all-in-one printer solves multiple office needs with its ability to print, scan, and copy documents up to 11×17 inches. The P3 color technology produces more vibrant and accurate colors compared to standard printers using sRGB, making it perfect for businesses printing floor plans, mood boards, and professional presentations.
Speed remains impressive with up to 22 pages per minute in black and 18 pages per minute in color. The dual paper trays hold a combined 500 sheets, reducing the frequency of paper refills. Wireless connectivity works reliably through dual-band Wi-Fi that automatically detects and resolves connection issues.
Office security concerns receive attention through the built-in HP Wolf Pro Security system. This feature helps protect networks against cyber threats and malware. The 4.3-inch touchscreen provides intuitive navigation with a smartphone-like interface for quick access to printing functions.
Mobile productivity increases with the HP app allowing users to print, scan, copy, or fax directly from smartphones. The automatic document feeder and two-sided printing save time and paper. Environmental considerations appear in the design, which incorporates more than 30% recycled plastic.
Businesses will appreciate the 3-month Instant Ink subscription included with HP+ activation. This service delivers ink cartridges before they run out, though users should note the monthly fee that applies after the initial period ends.
Buying Guide
Selecting the right office printer requires careful consideration of several factors. Different businesses have different needs, and understanding these requirements is crucial before making a purchase decision.
Print Volume Requirements
Assess how many pages your office prints monthly. This number helps determine the printer capacity needed.
| Monthly Print Volume | Recommended Printer Type |
|---|---|
| Under 500 pages | Personal or small workgroup printer |
| 500-3,000 pages | Mid-volume workgroup printer |
| 3,000+ pages | High-volume departmental printer |
Print speed is another important consideration. Busier offices need faster printing to avoid workflow bottlenecks.
Cost Considerations
The initial purchase price is just one aspect of the total cost of ownership. Ongoing expenses include:
- Ink or toner cartridges
- Paper
- Maintenance
- Electricity usage
Laser printers typically cost more upfront but offer lower per-page costs for high-volume printing. Inkjet printers have lower initial costs but higher per-page expenses.
Connectivity Options
Modern offices need printers with flexible connection options. Look for devices that offer:
- Wi-Fi connectivity
- Ethernet ports
- Cloud printing capabilities
- Mobile device compatibility
Secure printing features protect sensitive documents and should be prioritized in environments handling confidential information.
Multi-Function Capabilities
Consider whether a multi-function printer (MFP) would better serve office needs. These devices combine:
- Printing
- Scanning
- Copying
- Faxing (in some models)
MFPs save space and often cost less than purchasing separate devices for each function.
