Printer Buying Guide: Find the Perfect One for Your Needs

Shopping for a new printer shouldn't be complicated—but let's be honest, it often is. With so many types, features, brands, and price points to consider, choosing the right one can feel a bit overwhelming. No matter what purpose you are buying a printer for, for your home office home, for the occasional school project, or for printing sharp photos or business documents, the decision of the right printer comes down to understanding your actual needs. This printer buying guide will walk you through everything you need to know before you spend a penny—cutting through the marketing fluff and technical jargon so you can make a smart, confident choice. Let's jump right in! 

Start with: Which Printer is Right for Me? 

Before getting caught up in specifications, features, or even brand names, you should ask yourself what you'll mainly use your printer for. What exactly do you want to print? Is it primarily black-and-white documents like invoices and letters? Are you printing colourful presentations, school reports, or craft templates? Or are you focused on photo printing? If you are a home user who prints odd documents here and there, a basic inkjet printer can do the job just fine. But if you're working from home every day and printing regularly or sharing the device with others in the household, it's worth investing in something feature-packed with lower running costs. 

In contrast, a small business might need a printer that can churn out hundreds of sheets a week quickly and reliably, with options to scan, copy, and print wirelessly from multiple devices. When choosing the best printer for small business, reliability and speed should be at the top of your list.  

If you're running a small to medium business and want a printer built for serious productivity, check out our deep dive into the Xerox C-Series – an ideal SMB printing solution. 

The clearer you are about what you'll use the printer for, the easier your buying decision will be. There's no one-size-fits-all printer—but there is a perfect fit for your printing requirements. 

Inkjet vs Laser Printers: Which Is Better for You?

One of the first choices you'll need to make is between an inkjet and a laser printer. They're designed differently, and each comes with its pros and cons. 

Inkjet Printers 

Inkjet printers are the most common choice for everyday users. They rely on liquid ink, which makes them excellent for printing vibrant colours and detailed images. If you plan to print photos, illustrations, or documents with lots of colour, an inkjet will generally give you better results. They're usually affordable to buy, too, which makes them popular. However, the downside is that ink can run out quickly, especially if you print frequently or in colour. This way, replacing cartridges can be a real hassle—and expensive—if you're not expecting it. For people after the best printer for home use, an inkjet might be the ideal fit. 

Laser Printers 

Laser printers, conversely, are built for offices or homes, thanks to their speed and efficiency. They use toner instead of ink, which lasts much longer and delivers crisp, smudge-free results—particularly for black-and-white text. The best all-in-one laser printer are great for batch printing text-heavy documents, and each toner cartridge will usually print around 1400 pages. They're not as effective with colour printing when compared to inkjet printers. If you mostly print documents and rarely need colour, a monochrome laser printer can be an incredibly cost-effective option. 

All-in-One Printers: Do You Need More Than Just Printing? 

In addition to both inkjet and laser models, printers come in all shapes and sizes with varying features that are best suited for different needs. It's worth asking yourself whether you need a device that only prints or something that can also scan, copy, and maybe even fax (though faxing isn't high on most people's lists these days). All-in-one printers, also known as multifunction printers, are incredibly popular because they offer so much versatility in a single unit. For users who want the convenience of scanning and copying documents now and again, an all-in-one is probably a smart investment. An all-in-one printer can act as a home printer scanner, perfect for everyday printing and scanning tasks. These printers are not much larger than regular printers, and the added functionality means you won't need a separate scanner taking up desk space. Most also come with wireless connectivity, so you can scan documents straight to your email or cloud storage with just a few taps. Whether you're after the best all-in-one printer or the best multifunction printer for work-from-home setups, there are options to suit all needs.  

Planning ahead for family events or festive projects? Our Holiday Printing Guide highlights the best multifunction printers for seasonal needs. 

Wireless Printing, Mobile Apps and Smart Features 

Let's face it: no one enjoys dealing with tangled printer cables and USB ports, especially when you're in a hurry. That's why wireless printers have become more or less standard these days. Most printers now have built-in Wi-Fi, allowing you to print directly from your laptop, smartphone, or tablet. This is especially handy in homes and offices with multiple users. Some printers also support mobile printing apps or cloud printing services. Features like AirPrint (for Apple devices), Google Cloud Print (though now discontinued, many alternatives exist), or proprietary apps from printer brands like HP printers, Epson printers, and Canon printers make it easy to send print jobs from anywhere around the printer—or even remotely if you're out and about. If convenience matters to you—and let's be honest, it usually does, wireless and mobile printing technology is something you'll want in your next printer purchase. So next time you need to print a pair of tickets or a resume at the last moment, you can do it with a few clicks. 

Photo Printers for Creative Projects and Photography Enthusiasts 

If you're a budding photographer or fancy finally printing out those landscapes, you'll want an inkjet printer. They provide excellent results when printing colour, especially when paired with photo paper. Opt for an inkjet model with mobile printing so you can effortlessly print your favourite phone snaps. These printers are designed specifically for high-resolution photo printing, with excellent colour accuracy and detail that entry-level inkjets can't always deliver. Some are compact, portable devices that connect to your phone and print smaller photos, perfect for scrapbooking or gifting. Others are full-sized printers capable of printing lab-quality A4 or even A3 photos. These often use extra ink colours beyond the standard cyan, magenta, yellow and black to create smoother gradients and more lifelike results. They also double as compact printer scanners for those who are short on space. In addition, if you're looking to print out high-quality brochures, posters, and portfolios, a laser printer would be your best bet. Shop for a model that can connect to your mobile phone or tablet for convenience and portability. Important: Remember that it can be costly, and you'll need to replace ink more often, depending on how much you print. 

How Fast Should Your Printer Be? 

Speed matters more than you might think, especially in a busy setting. Print speed is usually measured in pages per minute (PPM) but take those numbers with a pinch of salt. Printer brands often base them on printing plain text in draft quality, which isn't how most of us print daily. If you print large documents or several pages a day, you'll notice the difference between a 7-PM printer and a 22-PM one. For photo printing, expect things to take longer regardless of the printer since the process requires much more precision and detail. If you hate waiting around like me, consider a printer with a higher real-world print speed, especially for black-and-white documents. Those looking for the best printer for students or high-volume home use should keep speed in mind. 

Print Quality and Resolution 

Like any other piece of technology, not all printers are created equally. If you're mainly printing text, most modern printers will handle that well. But if you're printing graphs, coloured documents, photos or marketing materials, resolution becomes a mandatory feature. Printer resolution is measured in dots per inch (DPI). A higher DPI means more detail, especially in images and fine text. Entry-level home printers typically have around 600 x 600 DPI, which is fine for most everyday tasks. Photo printers can go well above 1200 DPI, allowing for professional-quality results on glossy paper. That said, resolution isn't the only factor in print quality. The type of ink or toner used, the paper quality, and how well the printer handles colour reproduction all play a part. 

Long-Term Costs: Ink and Toner Pricing 

This is where many people make a mistake, taking into account only the upfront cost of the printer and not thinking about the long-term running costs. Some affordable printers come with expensive cartridges that need replacing more often than you'd like. Others are more efficient, featuring high-yield cartridges or refillable tanks that last for thousands of pages. Refillable ink tank printers such as the Epson EcoTank or Canon MegaTank series are becoming increasingly popular because they offer far lower running costs, especially for people who print on a daily basis. You pay more upfront for the printer, but the ink lasts longer and works out cheaper over time—an excellent option for those seeking a budget printer with long-term value. Toner cartridges for laser printers can also be expensive, but since they last much longer than ink, your cost per page is often lower. It's all about balancing what you pay today and what you'll spend over time. 

Paper Sizes, Trays and Duplex Printing 

Most home printers are designed for standard A4 printing, but some can handle other sizes like A5, A3, envelopes, labels, and even photo paper. If you need to print on various formats, ensure the printer supports them without constant paper reloading. Duplex printing (double-sided printing), a standard feature on modern printers, allows printing on both sides of paper, saving paper and toner and reducing environmental impact. Some printers offer automatic duplexing, while others require you to flip the paper manually. Paper tray capacity can also make a difference. If you're printing in high volumes, you'll want a printer with a larger tray so you're not constantly refilling it. 

Noise Levels: How Quiet Is Your Printer? 

Printer noise might not seem like a big deal at first, but if you're working from home, sharing a space with others, or printing regularly in a quiet environment, the constant hum, whirring, or clunking can quickly become irritating. Inkjet printers tend to be quieter than laser printers in general. Their printing mechanism is slower and less mechanical, which means they usually operate with a low hum and the occasional click. On the other hand, laser printers are known for their high-performance features, but that often comes with a bit more noise. You'll usually hear the fuser heating up, rollers moving rapidly, and fans kicking in to cool the machine. If you work in a quiet environment, especially in a small space, look for printers with a dedicated "quiet mode" or "silent mode". These settings slightly reduce printing speed in favour of a lower noise output. It's a small trade-off that can make a big difference in daily use. Some manufacturers also provide decibel (dB) ratings for printer specs.

As a beginner's guide:  

• Around 40–50 dB is relatively quiet and comparable to a conversation at home.  
• 60 dB or higher is noticeably louder, similar to background office noise or a dishwasher. 

Environmental Impact 

It's worth knowing that many modern printers are built with eco-conscious features and certifications to help reduce environmental impact. One of the key certifications to look for is ENERGY STAR, which indicates that the printer meets strict energy efficiency guidelines set by the U.S. Environmental Protection Agency and the European Commission. ENERGY STAR-certified printers typically consume less electricity during use and in standby mode, helping you reduce energy bills and emissions. Many printer manufacturers also run cartridge recycling schemes. Brands like HP have their Planet Partners Programme, which allows you to return used ink and toner cartridges for free recycling. Canon, Epson, and Brother offer similar initiatives in the UK, helping to keep plastic waste out of landfills. Some even take back old printers for responsible disposal or refurbishment. From a practical standpoint, features like automatic duplex printing can significantly reduce paper usage over time, making a difference—not just for the planet but also for your electricity bill. Many printers also include eco or draft modes, which use less ink or toner for everyday prints that don't require high quality. 

Security: Keeping Your Printer and Your Data—Safe 

Printers are not the first devices that come to mind when you think about cybersecurity, but they're more connected than ever, which means they're also more vulnerable. If your printer is linked to your Wi-Fi network, used by multiple people, or stores scans and print jobs, you should take a moment to think about how secure it really is. For home use, make sure your printer is password-protected and connected to a secure Wi-Fi network. Many printers offer encrypted connections and basic firewall features to prevent unwanted access. If you're working with confidential files, look for models with Secure Print or PIN release, which hold documents until you're ready to collect them. Brands like HP and Canon also offer built-in threat protection on specific models, which is ideal for small offices or remote workers. If you use cloud or mobile printing, check that the service uses encryption. As a rule of thumb, treat your printer like any other device on your network; it is equally vulnerable. 

Choosing the Right Printer Brand and Software Support 

Top printer brands like HP, Canon, Epson, and Brother are all known for their reliability, ease of use, and software support. That said, different models can vary greatly—even within the same brand. If you're exploring options, check out Canon computer printers, the best HP and Brother printers deals, and the latest Epson printers. It's a good idea to check whether the printer is compatible with your devices. For example, Mac users should ensure the printer offers full macOS compatibility. Likewise, Chromebook users will want a cloud-printing-friendly option. Also, make sure your printer supports photo paper, card stock, envelopes, CDs/DVDs, etc., beyond paper. Some manufacturers have better mobile apps than others, making scanning, copying and printing from your phone much simpler. 

Final Thoughts 

Buying a printer doesn't have to be complicated, but it should be considered. Take the time to understand what you actually need, how much you'll realistically print, and what kind of features will genuinely make your printing job easier. Whether it's wireless connectivity, photo printing, or cheap running costs, the best printer for you is the one that fits your needs—not just today, but more than one year from now.  

When you make the right choice, a good printer becomes something you can rely on. When you don't, it becomes a daily headache. So, spend a little time thinking it through and follow this printer buying guide to get the best printer for your needs. It'll pay off every time you hit "print."  

Explore our full range of printers from top brands like HP, Canon, Epson, and Brother at Box.co.uk. Whether you need a high-performance printer for the office, a compact one for the home, or a versatile one for everyday tasks, we've got the right fit for you.