Office Machines: The Complete Buying Guide

On this page (10 sections)

1. Which desktop printer type fits your work?
2. What should you look for in desktop printers?
3. How do you choose between these four desktop printers?
4. What is the best all-in-one printer setup?
5. How much desk space do desktop printers need?
6. Should your home office use a laptop or desktop?
7. What other office machines support paper work?
8. How should you set up and care for a desktop printer?
9. Explore office machines by topic
10. Which desktop printer should you choose?

The best desktop printers depend on what you print, how often you print and which office tasks you want one machine to handle. Choose an ink tank for frequent color printing, a laser printer for sharp documents, or an all-in-one when scanning and copying matter.

For current options, compare all-in-one printer deals.

A home office printer should fit both your desk and your work habits. For an affordable color laser option, see color laser printers under 300 dollars.

A compact wireless model may suit occasional forms, while a higher-capacity ink tank can reduce interruptions when you print schoolwork, reports, forms and color pages every week.

This guide covers the main office machines used around a home office. To compare dedicated label devices with general printers, see label makers vs label printers.

It includes printers, scanners, label makers, laminators and shredders so you can build a workspace that handles paper from creation to disposal. For label color limits, see thermal label printer color limits.

Which desktop printer type fits your work?

The right desktop printer type depends on your mix of text, color, photos and office tasks. Start with the work you do most often, then add features only when they solve a real need.

• Inkjet printers suit color documents, photos and occasional home office printing.
• Ink tank printers suit frequent color printing because they use refillable tanks instead of traditional cartridges.
• Laser printers suit regular text printing and fast document work.
• All-in-one printers print, scan and copy in one machine. Some also fax.
• Label printers create organized labels for files, shelves, cables and storage bins.
• Thermal printers use heat-sensitive labels and are useful for shipping or organization.
• Scanners turn paper documents and photos into digital files.
• Shredders help destroy documents that contain personal or business information.

For a basic printer decision, compare laser vs inkjet printers for your home office. Laser models often fit text-heavy work, while inkjet and ink tank models make more sense when color is part of your routine.

What should you look for in desktop printers?

Look for the features that match your paper volume and workflow. Print method, connectivity, paper handling and extra functions matter more than a long feature list.

Print method and ink design

Inkjet printers place liquid ink on paper and can produce color documents and photos. For photo-focused laser options, see color laser printers for photos.

Standard cartridge models can suit light or occasional printing, but frequent printing makes replacement planning part of ownership.

Ink tank printers use refillable reservoirs. The Epson EcoTank ET-2800 includes refillable ink tanks, wireless printing, flatbed scanning and copying.

Its ink bottles are listed for up to 4,500 black pages and 7,500 color pages per set, and the box includes up to 2 years of ink.

The Canon MegaTank G3270 is another refillable ink option. Canon lists up to 6,000 black-and-white pages and 7,700 color pages from one ink set, with wireless print, copy and scan functions.

A standard inkjet can still be a practical choice when you print a smaller number of pages and want color without choosing a laser machine. The Canon PIXMA TR8620a combines print, copy, scan and fax functions with automatic two-sided printing.

The HP Envy 6155 is designed for color documents and photos, with print, scan, copy and automatic two-sided printing. It has a 100-sheet input tray, a 2.4 in color touchscreen and wireless printing.

Print speed

Print speed matters most when you print several pages at a time. Compare black-and-white and color speeds separately because a printer may handle text faster than color pages.

The Epson ET-2800 is listed at up to 10 black-and-white pages per minute and 5 color pages per minute. The Canon G3270 is listed at up to 11 black-and-white pages per minute and 6 color pages per minute.

The Canon TR8620a is listed at up to 15 black-and-white pages per minute and 10 color pages per minute. The HP Envy 6155 is listed at up to 10 black pages per minute and 7 color pages per minute.

These figures help compare models, but your actual results can vary with document type, print quality, paper and connection. If you mostly print one-page forms, startup time and ease of sending the job may matter more than the highest listed speed.

Paper capacity and feeding

Paper capacity affects how often you refill the tray. The Canon TR8620a has a 200-sheet total capacity split between a 100-sheet cassette and a 100-sheet rear feed.

The HP Envy 6155 has a 100-sheet input tray. The Epson ET-2800 and Canon G3270 are useful for basic home and office work, but their data does not give the same total paper-capacity figure.

A rear feed can help when you want to use a different paper type without emptying the main tray. Before buying, check whether your preferred paper fits the available feed and maximum media size.

Duplex printing

Automatic duplex printing turns pages over inside the printer, which can reduce manual handling for two-sided documents. The Canon TR8620a and HP Envy 6155 include automatic two-sided printing.

The Epson ET-2800 and Canon G3270 are listed with simplex printing. If you print long reports or handouts, automatic duplexing may save time.

If most jobs are single-page forms, simplex printing may be enough.

Wireless and wired connections

Wireless printing helps when several computers, laptops, phones or tablets share one printer. The Epson ET-2800, Canon G3270, Canon TR8620a and HP Envy 6155 all include wireless printing.

USB remains useful when you want a direct connection to one computer or when network setup is inconvenient. Each of these models includes a USB hardware interface.

Check your home office layout before choosing a connection. A printer placed away from the desk may benefit from wireless access, while a printer beside one desktop computer may work well over USB.

How do you choose between these four desktop printers?

Choose based on ink volume, office functions, paper handling and space. The four models here all print, scan or copy, but they suit different patterns.

Epson EcoTank ET-2800

The Epson EcoTank ET-2800 suits a home office that prints color often and wants refillable ink tanks. Its wireless all-in-one design combines color printing, flatbed scanning and copying.

It measures 22.8 in wide, 14.8 in deep and 10 in high, and weighs 11.4 lb. It supports paper up to 8.5 x 14 in and includes an LCD display.

Its stated speeds are 10 black-and-white pages per minute and 5 color pages per minute. The printer uses simplex printing, so two-sided pages require manual handling.

Choose it for regular color printing and a simple scan-copy workflow. Check the desk width carefully because its 22.8 in width is substantial for a small workstation.

Canon MegaTank G3270

The Canon MegaTank G3270 suits buyers who want a refillable color printer with wireless print, copy and scan functions. Canon lists up to 6,000 black-and-white pages and 7,700 color pages from one set of ink.

It measures 16.4 in wide, 21.9 in deep and 10.6 in high, and weighs 13.2 lb. It includes a 1.35 in square LCD display and supports control through an app.

The G3270 uses simplex printing. Its listed speeds are 11 black-and-white pages per minute and 6 color pages per minute.

Choose it when refillable ink and wireless all-in-one functions matter more than automatic duplex printing. Its depth deserves attention if the printer sits on a shallow desk.

Canon PIXMA TR8620a

The Canon PIXMA TR8620a suits a home office that needs more than basic printing. It offers print, copy, scan and fax functions, along with automatic two-sided printing and a 200-sheet total capacity.

Its listed speeds are 15 black-and-white pages per minute and 10 color pages per minute. It also supports a 1,000-page duty cycle, a Micro SD slot and AirPrint, Android and Alexa-related features.

The printer measures 17.3 in wide, 13.8 in deep and 7.5 in high, and weighs 17.4 lb. Its lower height may fit beneath a shelf, but leave room to operate the controls and feed paper.

Choose it for faxing, automatic duplex printing and higher listed print speeds. It uses standard ink tanks rather than the refillable supertank design found on the Epson and Canon MegaTank models.

HP Envy 6155

The HP Envy 6155 suits everyday home printing with color documents and photos. It prints, scans, copies and supports automatic two-sided printing.

It measures 5.35 in wide, 17.05 in deep and 14.21 in high, and weighs 11.2 lb. It has a 100-sheet input tray, a 2.4 in color touchscreen and a maximum media size of Letter.

Its listed speeds are 10 black pages per minute and 7 color pages per minute. HP also describes wireless printing, an app for print, scan, copy and fax tasks, and a design made with at least 60% recycled plastic content.

Choose it for a compact everyday color workflow with touchscreen control. Its cartridge system and original HP chip requirement should be part of your supply planning.

What is the best all-in-one printer setup?

The best all-in-one setup combines printing with the tasks you actually perform. Choose print, scan and copy when you handle paper documents often, then add fax only if your work still needs it.

For a machine that combines printing, scanning, copying and faxing, compare the best all-in-one printers with fax. The Canon PIXMA TR8620a in this guide is the clearest fit when fax and automatic duplex printing are priorities.

If you prefer an HP model, read about the best HP all-in-one printers. The HP Envy 6155 fits routine color print, scan and copy work, with a touchscreen and 100-sheet tray.

An all-in-one can save desk space compared with separate machines. It can also create one point of failure, so consider how much you depend on scanning or copying before replacing a simple printer.

How much desk space do desktop printers need?

Desktop printers need a stable surface with room for the machine, paper, cables and access. Measure the full footprint, not only the width shown in a product description.

The Epson ET-2800 is 22.8 in wide, making it the widest of the four models here. The Canon G3270 is 21.9 in deep, while the Canon TR8620a is 13.8 in deep and 17.3 in wide.

The HP Envy 6155 is 5.35 in wide but 17.05 in deep and 14.21 in high. Its narrow width does not mean it will fit every shelf, especially where depth or overhead clearance is limited.

If you need to keep the printer out of sight, use these tips for hiding a printer in your home office. Leave space for ventilation, paper loading, cables and opening the scanner lid.

A printer should also sit close enough to power and your preferred connection. Avoid placing it where paper exits into a walkway or where opening the scanner blocks a cabinet.

Should your home office use a laptop or desktop?

Your computer choice affects how you connect to and use a desktop printer. A laptop gives flexible placement, while a desktop computer supports a fixed workstation with direct USB access.

A laptop suits a printer placed in another part of the room. You can send a job from the desk, a sofa or a meeting spot without moving cables.

Wireless printing helps when several people share one printer. Phones, tablets and other laptops can also print, scan or copy without using a single computer.

A fixed desktop setup suits printing from one place every day. The computer and printer stay nearby, and you do not need to wait for a network connection before printing a form.

A laptop and wireless printer can make better use of space in a small room. The computer moves, so the printer does not need to sit beside it.

That flexibility depends on a reliable home network where the printer sits. Check signal strength before choosing a remote spot, since weak coverage may cause missed jobs.

USB can still help with a laptop for large jobs. Keeping the laptop and printer close can avoid network delays.

If you scan often, place the printer where you can stand comfortably and lift the lid. A laptop at the same desk helps you save or share the file straight away.

Your best setup is the one you will use without moving furniture. Match the computer, the connection and the printer position to your normal routine.

What other office machines support paper work?

Printers are only one part of a paper-based office. Scanners, label makers, laminators and shredders help you capture, organize, protect and dispose of documents.

Scanners for paper and photos

A flatbed scanner suits photos, books and individual documents that need careful placement. Compare the best flatbed scanners for photos and documents when image handling matters more than an all-in-one printer.

A portable scanner suits receipts, forms and travel work. The best portable document scanners can help when you need to digitize papers away from your main desk.

An all-in-one printer can cover basic scanning, but a separate scanner may fit a workflow with many documents or more careful photo work. Decide whether you need occasional copies or regular document capture.

Label makers and label printers

A label maker helps you identify files, bins, shelves, cables and drawers. See the best label makers for home organization when your main goal is everyday storage control.

Replacement tape matters because a label maker is only useful when you can keep making labels. Compare the best replacement tape for label makers before choosing a format.

A thermal label printer is better suited to heat-sensitive labels and shipping workflows. The best thermal label printers guide can help you compare machines for organized packages and recurring labels.

Laminators for protected documents

A thermal laminator can protect signs, reference sheets, schedules and frequently handled pages. Review the best thermal laminator machines when you want a durable finish for office materials.

Lamination adds thickness, so leave space for pouches, finished sheets and the machine's warm-up and output area. Use the correct pouch size and follow the machine's operating instructions.

Shredders for sensitive paper

A shredder helps reduce readable paper before disposal. A cross-cut model is a practical starting point for many home offices, so compare the best cross-cut shredders for home offices.

A heavy-duty shredder suits larger batches and more frequent use. The best heavy-duty paper shredders for home use guide can help if a small personal shredder would require repeated pauses.

A micro-cut shredder produces smaller pieces than a standard cross-cut design. Review the best micro-cut paper shredders when document privacy is a higher priority.

Do not overload a shredder beyond its stated sheet capacity. Clear jams carefully, allow the machine to cool when required and keep fingers, loose clothing and cords away from the feed opening.

How should you set up and care for a desktop printer?

Set up the printer on a level surface near power and your preferred connection. Load the correct paper, complete the network or USB setup, and run a test page only when the setup instructions call for it.

Check the surface and the space around it before you start. The printer needs room for paper loading, output, cables and access to the scanner or control panel.

Leave extra room at the front for printed pages. A printer pushed against a wall can block output or make a stack hard to collect.

Keep the printer close to a power outlet and avoid running a cord across a walkway or under a rug. Decide on wireless or USB before you move the printer into place.

For wireless setup, keep the printer within range of your router during installation. You can move it later only if the signal stays reliable in the new place.

For USB setup, use the correct cable and a port on the computer. Connect the printer directly and follow the prompts for your operating system.

Use paper that fits the tray and the media size your printer supports. Load it neatly, do not overfill the tray, and keep paper dry and flat.

Mixed paper sizes, curled sheets and overloaded trays can create feeding problems. Store spare paper in a clean, dry place away from sunlight.

Use the ink or toner design intended for the printer. Epson recommends genuine ink for the ET-2800, while HP states that the Envy 6155 is intended to work with original HP cartridges.

Check ink levels before a large job rather than during it. Refilling tanks or replacing cartridges is easier when you are not waiting for a deadline.

Clean the scanner glass with a soft material suited to the surface. Remove dust and paper scraps from accessible areas without pushing debris deeper into the machine.

Wipe the outside with a dry, soft cloth and avoid excess moisture near seams, vents or controls. Keep the paper path clear of clips, staples and torn scraps.

Place the printer where you can reach the paper tray, output area and power connection. A printer hidden behind furniture may become frustrating if every job requires moving equipment.

Run a test print after setup and after any move. Check that pages feed straight, text is readable and output does not block the next sheet.

Print regularly even if volumes are low. Regular use helps you notice low ink, dry paper or a connection problem before an urgent job.

Keep manuals or setup notes nearby. They help if you change networks, replace a computer or need to clear a jam safely.

Explore office machines by topic

These topic guides can help you narrow a broad printer search. Each one focuses on a different print type, workspace size or office need.

• Best Compact Wireless Printers
• Best Color Laser Printers for Home Offices
• Best Brother Laser Printers for Home Offices
• Best Monochrome Laser Printers for Office Use
• Best Ink Tank Printers for Home Offices

Start with compact wireless models if desk space is tight. They suit small rooms where the printer must share space with a laptop and paperwork.

Look at color laser options if you print documents often and want sharp text. A laser machine may fit a routine built around reports, forms and regular office pages.

Consider a Brother laser guide if that brand already fits your setup. Keeping one brand can simplify drivers, supplies and support.

Monochrome laser printers suit black and white work. They are a clean choice when color is rarely needed and most pages are text only.

Ink tank guides suit frequent color printing. Refillable tanks can reduce how often you need to plan for new ink in a busy home office.

Use these guides to compare size, speed, duplex printing and scanning before you choose. The right topic depends on your desk, your paper volume and the jobs you do each week.

Which desktop printer should you choose?

Choose the Epson EcoTank ET-2800 if you want a wireless color all-in-one with refillable tanks, flatbed scanning and copying. It suits regular color printing where you want to refill ink rather than replace cartridges often.

Choose the Canon MegaTank G3270 if its higher stated color page yield and wireless all-in-one design fit your routine. It also suits frequent color work, but its depth needs checking on a shallow desk.

Choose the Canon PIXMA TR8620a if you need fax, automatic two-sided printing and a 200-sheet total capacity. Its faster listed speeds also suit a more demanding home office workflow.

Choose the HP Envy 6155 if you want everyday color printing, scanning and copying with a touchscreen and 100-sheet tray. It suits routine documents and photos in a smaller home office setup.

For the wider office, match each machine to one job. Use a printer for documents, a scanner for paper capture, a label maker for organization, a laminator for protected sheets and a shredder for disposal.

The best desktop printers are the ones that fit your desk and your weekly workload. Measure the space, estimate your paper volume, choose the connection you will use and pay close attention to ink or toner upkeep before you order.

Frequently asked questions

What are the best desktop printers for a home office?

The best desktop printers depend on your workload. Choose the Epson EcoTank ET-2800 or Canon MegaTank G3270 for high-volume color printing with refillable ink tanks, the Canon PIXMA TR8620a for fax and automatic two-sided printing, or the HP Envy 6155 for everyday color documents and photos.

Should I buy an inkjet or laser desktop printer?

Choose an inkjet for color documents, photos and lower-volume home printing, or a laser printer for fast, sharp text and regular document work. Ink tank models reduce cartridge replacement needs, while standard inkjet models can suit smaller workloads and occasional color printing.

Do I need an all-in-one desktop printer?

An all-in-one desktop printer is useful if you scan, copy or fax as well as print. If you only print documents, a single-function laser or inkjet printer may take less space and offer a simpler workflow.

How much space do desktop printers need?

Measure the printer's depth, width and height, then leave room for paper handling, cables, ventilation and access to the scanner or control panel. Compact dimensions help, but a printer still needs a stable surface close to power and your home network.

What should I check before buying a desktop printer?

Check print type, color needs, print speed, paper capacity, duplex printing, scanning, copying, faxing, wireless support, USB, ink design and maximum paper size. Also compare the printer's dimensions with your desk and the way you plan to use it.