Best Printers for Education: Ultimate Guide for Schools in 2025

Despite the digital revolution transforming classrooms, printers remain indispensable tools in educational settings. From printing worksheets and exam papers to producing visual aids and student projects, schools and universities depend heavily on printing technology every day. Selecting the right printer for education is not merely about purchasing equipment—it is about investing in a solution that enhances learning while accommodating tight budgets.

This comprehensive guide covers everything educators need to know about printers for education, helping you make informed decisions that benefit both students and staff.

Types of Printers for Educational Institutions

Inkjet Printers

Inkjet printers are common in educational settings, especially in smaller schools and individual classrooms. They offer several advantages:

• Affordable initial cost: Most budget-friendly inkjet models range between £50 and £150

• High-quality colour printing: Ideal for art projects and visual materials

• Versatility: Capable of printing on various media types, including photo paper and card

However, inkjet printers generally have higher costs per page compared to laser alternatives, making them less suitable for high-volume printing environments.

Best suited for: Primary school classrooms, art departments, and small administrative offices with modest printing needs.

Laser Printers

Laser printers are the workhorses of educational printing and have become increasingly affordable for schools:

• Lower cost per page: Perfect for high-volume printing of worksheets and handouts

• Faster printing speeds: Capable of printing 20–40 pages per minute, ideal for busy school environments

• Durability: Designed for higher monthly duty cycles than inkjet printers

• Superior text quality: Excellent for text-heavy documents such as exams and coursework

Many schools opt for monochrome laser printers for everyday documents while maintaining a smaller number of colour printers for special projects.

Best suited for: Secondary schools, university departments, and administrative offices with high-volume printing needs.

Multifunction Printers (MFPs)

MFPs combine printing, scanning, copying and sometimes faxing capabilities in one device:

• Space-saving: Ideal for cramped staff rooms or small offices

• Cost-effective: Cheaper than purchasing separate devices

• Convenient: Enables teachers to quickly scan and print teaching materials

Modern education-focused MFPs often include features such as scan-to-email, which assists teachers in distributing materials digitally when appropriate.

Best suited for: Staff rooms, libraries, and administrative offices where multiple document processing functions are required.

Key Features to Consider for Educational Printers

1. Duty Cycle and Print Volume

Educational institutions should carefully assess monthly print volumes when selecting printers. A printer’s duty cycle indicates its durability and suitability for your printing environment:

• Small primary schools: 5,000–10,000 pages per month

• Secondary schools: 10,000–25,000 pages per month

• Universities/colleges: 25,000+ pages per month

Purchasing a printer with insufficient capacity often leads to frequent breakdowns and a shortened equipment lifespan.

2. Print Management Software

Modern educational printers often come with print management systems that:

• Track usage by department, class or individual

• Implement print quotas for students

• Require user authentication to prevent waste

• Generate usage reports for budgeting purposes

According to a 2024 study by Education Technology Research, schools implementing print management software reported average cost savings of 27% in the first year.

3. Mobile and Cloud Printing

Today’s educational environments require flexibility in how students and teachers submit print jobs:

• Mobile printing: Allows printing directly from tablets and smartphones

• Cloud integration: Enables printing from Google Classroom, Microsoft 365 Education, and other learning platforms

• Remote printing: Students can submit print jobs from anywhere for collection later

These features support the hybrid learning environments that have become standard in post-pandemic education.

4. Security Features

With an increasing focus on data protection in schools, printer security features have become essential:

• User authentication: Ensures sensitive documents are not left in output trays

• Secure print release: Documents print only when the user is physically present

• Hard drive security: Protects data stored on printer memory

• Network security: Prevents unauthorised access to school networks via printer vulnerabilities

The UK’s Department for Education now recommends that all educational institutions include printers in their IT security policies.

Cost Considerations for Educational Printers

Total Cost of Ownership (TCO)

When budgeting for printers in education, it is crucial to look beyond the initial purchase price:

• Cost per page: Typically 3–5p for inkjet and 1–2p for laser black and white

• Replacement consumables: Toner/ink, drums, maintenance kits

• Energy consumption: Modern energy-efficient models can reduce electricity costs

• Maintenance contracts: Consider what is included and excluded

Many schools now use TCO calculators to compare printers over their expected 3–5 year lifespan rather than focusing solely on purchase price.

Cost-Saving Strategies

Educational institutions can implement several strategies to reduce printing costs:

• Default to duplex printing: Cuts paper consumption by up to 50%

• Use draft mode for internal documents: Uses less ink/toner

• Set print quotas for students: Encourages responsible usage

• Regular maintenance: Prevents costly repairs and inefficiency

• Bulk purchasing of consumables: Achieves significant savings compared to buying as needed

Case study: Westfield Academy in Yorkshire reduced their printing costs by 34% after implementing these measures in 2023.

Sustainable Printing in Education

Eco-Friendly Options

Sustainability has become a priority for many educational institutions:

• Energy-efficient models: Look for ENERGY STAR certification

• Recycled paper compatibility: Ensures printers work well with eco-friendly paper

• Automatic power-off features: Reduce electricity usage during idle periods

• Remanufactured toner options: Offer environmental and cost benefits

Many printer manufacturers now offer trade-in and recycling programmes specifically for educational institutions.

Teaching Responsible Printing

Beyond technology, schools are increasingly focused on promoting sustainable printing habits:

• Using print preview before printing: Avoids wasteful mistakes

• Choosing digital alternatives when appropriate: Knowing when printing is necessary

• Proper recycling of paper and consumables: Establishing school-wide systems

These practices not only reduce costs but also help schools meet their environmental targets while teaching students valuable sustainability principles.

Top Printer Recommendations for Educational Settings

Best for Primary Schools

HP OfficeJet Pro 9025e

• Affordable colour printing

• Reasonable speed (24 pages per minute)

• Built-in scanning for worksheets

• Good balance of quality and cost

Best for Secondary Schools and Colleges

Brother MFC-L8900CDW

• Robust multifunction capability

• Fast printing (33 pages per minute)

• Advanced security features

• Excellent paper handling capacity

Best for Universities and Large Institutions

Xerox VersaLink C7000

• High-volume capacity (up to 150,000 pages per month)

• Enterprise-level security

• Advanced finishing options

• Comprehensive print management

Best Budget Option

Epson EcoTank ET-4760

• Refillable ink tanks instead of cartridges

• Ultra-low cost per page

• Suitable for smaller schools with tight budgets

• Reduced environmental impact

Leasing vs. Purchasing for Educational Institutions

Many educational institutions now consider leasing rather than purchasing printers:

Leasing advantages:

• Predictable monthly costs for budgeting

• Regular upgrades to newer technology

• Maintenance typically included

• No large capital expenditure

Purchasing advantages:

• Lower total cost over extended periods

• No contractual obligations

• Full control over maintenance decisions

• Asset ownership

According to education procurement specialists, schools with tight capital budgets but stable operational funding often benefit most from leasing arrangements.

Future Trends in Educational Printing

The educational printing landscape continues to evolve:

• Integration with learning management systems: Seamless printing from educational platforms

• Voice-activated printing: Supporting accessibility needs

• Advanced analytics: Helping schools understand and optimise printing patterns

• 3D printing integration: Expanding from specialist departments to wider educational use

Forward-thinking schools are already preparing their infrastructure for these developments.

Conclusion: Making the Right Choice for Your Educational Institution

Selecting printers for education requires balancing multiple factors including budget constraints, environmental considerations, and specific educational needs. The right solution varies greatly between a small primary school and a large university campus.

Begin by assessing your current printing needs through a comprehensive audit, then consider future requirements as educational technology continues to evolve. Remember, the cheapest printer rarely offers the best value over its lifetime in an educational setting.

By making informed decisions about printing technology, educational institutions can better support learning outcomes while managing resources responsibly.