Buying multi-function devices

Print, scan, copy, fax…using one device. Here’s the lowdown on how to choose the one that meets your needs

Multi-functional devices are fast, efficient, easy to use and offer great value for your money. Separate products from different manufacturers mean you will spend three or four times as much time to install the drivers and other software.

 

There may also be compatibility issues between devices. It is so much easier to set up and maintain just a single device. And whether you will be using it at home or in an office, you will no longer have to worry about dozens of cables trailing all over your floor. You will save on desk space by having just one device that can print, scan and copy, instead of a separate printer, photocopier, scanner and fax machine.

 

If you are thinking of buying one, there are a couple of things you need to keep in mind. All multi-function units don’t offer the same combination of functions. So be sure of what you are going to be using it for.

 

If you will be using your printer to print photographs, you need a high resolution printer. Several multi-function devices today can print high quality photographs. However, if you don’t require high-resolution prints of images, even a printer which prints at a lower resolution will work fine. For everyday text printing, anywhere near 600 dpi (dots per inch) is a good enough resolution. For printing tasks that are more demanding than that, choose models that print at 1,200 dpi or higher.

 

Similarly, if you plan to use your scanner to scan images into your computer for editing, or if the images need to be used in print later, you should go for the highest resolution scanner available. However, if the images will only be put on the web, then a lower resolution scanner will do for you.

 

If you want your multi-function device for office use, you will probably require a fax function. If you are going to use it at home, the fax function may not be a critical requirement.

 

Make sure that replacement cartridges for your printer will be available quickly in your locality. Manufacturers make cartridges that only work with their kind of printer and are not generic. In such cases, you may have to wait a day or two for the replacement.

 

For printing in the office, having a printer that prints fast can ensure that you save a lot of time. Be sure to check the print and copy speed of the printer you are considering, and go for the fastest one you can afford. This will be in pages per minute or ppm. If a large number of people will be using it, choose a laser printer for greater speed.

 

Another thing to keep in mind is that when you are buying the consumables for your multi-function printer, i.e. the ink and the paper, the cost may be lower in the beginning, as you will only be spending on one device instead of multiple devices. But this also means that when you start using it on a regular basis, you will end up going through more cartridges than otherwise, as the one device will be handling all requirements by itself.

 

An expensive multi-function printers may turn out to be more economical for you in the long term if it has higher-capacity ink tanks, and also, separate tanks for each color. Also remember that inkjet printers have a higher per-page cost for making copies than regular photocopy machines. Also, if anything is wrong with one of the functions of a multi-function device, you will have to do without all of them while the device is being repaired or replaced.

 

The downside of convergence is that it may lead you to compromise on quality for the sake of convenience. If your work demands a high level of quality on any of the functions that you will use the multi-function unit for, you should consider buying separate, professional-grade equipment for handling that function.