Printer Buying Guide: Find Your Perfect Printer in 2025 | Expert Tips

Purchasing a printer can feel like navigating a complex maze. With countless models, technical specifications, and price ranges to consider, it’s easy to become overwhelmed. Whether you need a simple device for occasional home use, a reliable workhorse for your busy office, or a specialised machine for creative projects, this guide will help you make a confident, informed choice.

I have spent years testing and reviewing printers, and I’m here to share practical advice that cuts through the marketing jargon. By the end of this guide, you’ll know exactly which features matter for your particular needs and how to get the best value for your money.

Understanding Different Types of Printer

Before we delve into specific features, let’s explore the main categories of printers available today:

Inkjet Printers

Inkjet printers operate by spraying tiny droplets of liquid ink onto paper. They are versatile machines suitable for various printing needs.

Best for:

• Home users who print occasionally

• Photo printing and colour documents

• Those with limited space

• Budget-conscious buyers

Drawbacks:

• Higher cost per page compared to laser printers

• Ink cartridges can dry out if used infrequently

• Generally slower printing speeds

Laser Printers

Laser printers use toner (a fine powder) and heat to create images on paper. They typically offer faster printing speeds and lower running costs for high-volume printing.

Best for:

• Office environments

• High-volume document printing

• Text-heavy documents

• Users who prioritise speed and efficiency

Drawbacks:

• Higher upfront cost

• Bulkier size

• Less impressive photo quality than inkjets

All-in-One Printers

All-in-One (or multifunction) printers combine printing with scanning, copying, and sometimes faxing capabilities in a single device.

Best for:

• Home offices or small businesses

• Users who need multiple functions but have limited space

• Those who want to save money by purchasing one device instead of several

Drawbacks:

• If one component breaks, the whole unit might need replacement

• Jack of all trades but master of none – dedicated devices might perform individual functions better

Specialist Printers

These include photo printers, label printers, portable printers, and large-format printers designed for specific uses.

Best for:

• Professional photographers or enthusiasts (photo printers)

• Small businesses needing to print labels, receipts, or barcodes

• Designers and artists requiring large-format printing

• People needing printing on the go

Key Features to Consider When Buying a Printer

Print Quality

Print resolution is measured in dots per inch (dpi). Higher numbers generally mean better quality, though the difference isn’t always noticeable for everyday documents.

• For basic documents: 300–600 dpi is sufficient

• For professional documents: 1200 dpi provides sharp text

• For photos: Look for 4800 dpi or higher

Bear in mind that paper quality significantly affects your final output. Premium photo paper will always produce better results than standard copy paper, regardless of your printer’s capabilities.

Print Speed

Print speed is measured in pages per minute (ppm). Consider how many pages you typically print and how often you need them quickly.

• Light home use: Speed is less important (10–15 ppm is fine)

• Small office: Aim for at least 20 ppm

• Busy office: Look for 30+ ppm

Connectivity Options

Modern printers offer various ways to connect and print:

• USB connection: The traditional, reliable method

• Wireless/Wi-Fi: Allows printing from multiple devices without cables

• Ethernet: For connecting directly to your network (ideal for offices)

• Wi-Fi Direct/Bluetooth: For printing from mobile devices without a network

• Cloud printing: Print from anywhere via the internet

• NFC (Near Field Communication): Allows touch-to-print functionality with compatible devices

More connectivity options provide greater flexibility, but don’t pay extra for features you’ll never use.

Running Costs

The purchase price is just the beginning. Consider these ongoing expenses:

• Ink/toner cartridge prices: Research replacement costs before buying

• Yield per cartridge: How many pages can you expect from each cartridge?

• Cost per page: This calculation gives you the true cost of printing

• Energy consumption: Energy-efficient models can save money over time

Some printers now come with ink subscription services or refillable tank systems that can significantly reduce running costs for high-volume users.

Paper Handling

Consider what types of documents you’ll be printing:

• Paper tray capacity: Larger trays mean less frequent refilling

• Multiple paper trays: Useful for switching between different paper types

• Automatic document feeder (ADF): Essential for scanning/copying multiple pages

• Duplex printing: Automatic double-sided printing saves paper and looks professional

• Paper size support: Most handle A4, but check if you need A3, photo sizes, or envelopes

Matching Printer Types to Specific Needs

For Home Use

If you print occasionally and don’t have specialist requirements:

• Consider an affordable inkjet all-in-one

• Wireless connectivity for printing from various devices

• Look for reasonable ink costs rather than the cheapest upfront price

• Compact design to save space

Recommended features: Wi-Fi connectivity, mobile printing, scan/copy function

For Home Office/Small Business

When you’re working from home or running a small business:

• A reliable laser printer for text-heavy documents or an inkjet for versatility

• All-in-one functionality for scanning and copying paperwork

• Automatic duplex printing to save on paper costs

• Good paper capacity to avoid constant refilling

Recommended features: Fast print speeds, automatic document feeder, ethernet connectivity, robust duty cycle

For Photo Printing

For photographers and creative users:

• A dedicated photo printer or high-quality inkjet

• Six or more ink colours for better colour accuracy

• Support for various photo paper sizes and finishes

• Consider print longevity (how fade-resistant the prints will be)

Recommended features: High resolution, borderless printing, specialised photo inks

For Students

Students typically need:

• Affordable running costs (ink/toner)

• Reliable wireless printing from multiple devices

• Scan functionality for course materials

• Compact design for small living spaces

Recommended features: Mobile printing apps, cloud connectivity, automatic duplex printing

Eco-Friendly Printing Considerations

Sustainable printing isn’t just good for the planet — it can save you money too:

• Look for Energy Star certification for reduced power consumption

• Consider automatic duplex printing to reduce paper usage

• Some manufacturers offer recycled cartridge programmes

• Inkjet printers typically use less energy than laser printers

• Investigate tank-based systems that produce less plastic waste than cartridges

Top Printer Brands to Consider

While I won’t recommend specific models (as they change frequently), these are reputable printer manufacturers with proven track records:

• HP: Known for reliable all-round printers and innovative ink subscription services

• Epson: Pioneers in eco-friendly tank systems and excellent photo printers

• Canon: Strong reputation for photo quality and good all-in-ones

• Brother: Reliable, cost-effective laser printers with good running costs

• Kyocera: Built for durability and low running costs (mainly for business use)

Where and When to Buy

• Best times to buy: Back-to-school sales, Black Friday, January sales

• Where to buy: Electronics retailers, office supply shops, manufacturer websites, online marketplaces

• Consider warranties: Some manufacturers offer extended warranties or support packages

How to Maintain Your Printer

Once you’ve purchased your perfect printer, proper maintenance will extend its life:

• Use the printer regularly to prevent dried ink

• Run cleaning cycles when print quality decreases

• Use high-quality paper to prevent jams

• Keep the printer dust-free

• Update firmware regularly for best performance and security

Final Thoughts: Making Your Decision

When making your final decision, prioritise these factors in order of importance to you:

• Your primary use case (documents, photos, high volume, occasional)

• Running costs over the printer’s lifetime

• Initial budget constraints

• Space limitations and design considerations

• Extra features that would make your life easier

Remember that the cheapest printer often isn’t the most economical in the long run. A slightly more expensive model with lower running costs could save you significant money over time.

Your Printer Buying Checklist

Before making your purchase, ask yourself:

• What will I primarily use this printer for?

• How many pages do I print per month?

• Do I need colour printing, or is black and white sufficient?

• What connectivity options do I need?

• How important is print quality versus speed?

• How much space do I have available?

• Have I calculated the running costs, not just the purchase price?

• Do I need additional functions like scanning and copying?

What’s Your Experience?

Have you recently purchased a printer? What features proved most valuable to you? Or are you still deciding which printer to buy? Share your thoughts and questions in the comments below — I’d love to hear about your printer buying journey!