Every business prints differently. Some need speed and volume. Some need colour. And some need a machine that does it all. Knowing the difference between the main types of commercial office printers makes it a lot easier to find the right fit for your team.
This is your quick guide to what each one does and where it earns its place.
How many types of printers are available?
There are more printer types on the market than most people realise. Inkjet, laser, mono laser, colour laser, multifunction, wide format, photo, and label printers all serve a different purpose.
For commercial offices, there are usually three printer types that cover the full range of day-to-day requirements: multifunction printers, mono laser printers, and colour printers. Each has its own set of advantages, and the right one depends on how your office operates, what you print most, and how much volume you’re dealing with on a daily basis.
Main types of office printers
At the broadest level, printers fall into two categories: laser and inkjet. From there, they branch into subcategories like mono, colour, and multifunction — and those subcategories can apply to either technology. A multifunction printer, for example, can be laser or inkjet. So can a colour printer. For more information, read our guide on inkjet vs laser printers.
In today’s modern office, the three main types of printers are multifunction printers, mono laser printers, and colour printers. Copysonic supplies all three across leading brands, including Sharp, Kyocera, and Konica Minolta. Here’s a breakdown of each, what features they include, and how they perform.
Multifunction printer
A multifunction printer, also called a multifunction device, combines printing, copying, scanning, and often faxing into a single machine. Instead of running separate devices for each function, one multifunction printer handles everything. For most commercial offices, this is the most practical and cost-effective setup available.
Advantages of a multifunction printer
Consolidating multiple devices into one reduces equipment costs, saves floor space, and simplifies maintenance. Modern multifunction printers are built for the demands of a busy commercial office, with a feature set that goes well beyond basic printing.
- Print, copy, scan, fax, and more from a single device
- Wireless connectivity, cloud integration, and mobile printing
- User authentication, release, and access controls for added security
- OCR capability, converting scanned documents into editable text
- Direct scanning to email, network folders, and cloud storage
- Faster print speeds than desktop units, suited to high-volume environments
For a deeper look at what to consider before you buy, read our guide on how to choose a multifunction printer for your business.
Mono laser printers
A mono laser printer prints in black and white using laser technology to produce fast, sharp, and consistent output. It is a dedicated print-only device built for volume, with no colour capability and no scanning or copying functions unless specified.
Advantages of a mono laser printer
For offices that print predominantly text-based documents, a mono laser printer is one of the most cost-effective setups available. Running costs are low, toner lasts longer, and the output is reliable.
- High-speed black and white printing, suited to heavy daily volume
- Lower cost per page compared to colour alternatives
- Long-life toner cartridges reduce how often consumables need replacing
- Consistent, sharp output for contracts, reports, and internal documents
- User-friendly and easy to maintain
- Energy-efficient models available
Colour printers
For any business where the printed page represents the brand, whether that’s proposals, presentations, or marketing materials, colour output is worth having in-house. It removes the need to outsource and keeps turnaround times in your own hands.
A colour printer uses multiple toner cartridges, typically cyan, yellow, magenta, and black, to produce full-colour output. Colour multifunction models combine this with scanning, copying, and other capabilities.
Advantages of a colour printer
Modern colour laser printers deliver better-than-ever results at a running cost that has come down considerably in recent years. Other advantages include:
- Full-colour output for presentations, proposals, and branded documents
- Colour multifunction models include print, copy, scan, and fax in one device
- High-resolution output suitable for professional and client-facing materials
- Advanced finishing options on select models, including stapling and booklet making
- Wireless connectivity, mobile printing, and cloud integration
Which printer is right for your business?
The right printer comes down to what your office prints most, how often, and what you need the machine to do beyond basic output. Here’s a quick guide to help narrow it down.
For everyday black-and-white documents
A mono laser printer or mono multifunction printer is the right call. Fast, reliable, and cost-effective for text-heavy, high-volume output where colour isn’t required.
We recommend: Kyocera ECOSYS MA4500x — a dependable mono multifunction built for busy offices with consistent daily print needs, with the added feature of colour scanning.
For presentations and branded documents
A colour printer or colour multifunction printer delivers professional output for client-facing materials without outsourcing to a printing service.
We recommend: Kyocera TASKalfa 2554ci — a colour multifunction with sharp output and a full feature set suited to offices producing regular branded documents.
For busy offices with scanning and copying needs
A multifunction printer covers all bases. One device handles print, copy, scan, and more, with connectivity features built for modern office workflows and multiple users.
We recommend: Kyocera TASKalfa 3554ci— a high-performance multifunction device built for demanding office environments with high daily volumes.
For eco-conscious businesses trying to reduce waste
Look for models with duplex printing as standard, energy-saving modes, and toner-efficient print settings. Kyocera’s ECOSYS range is specifically designed around long-life components and a low environmental footprint.
We recommend: Kyocera ECOSYS MZ3201ix — engineered for efficiency, with industry-leading toner yields and energy consumption well below comparable models.
Get the right setup from the start
Still need help choosing? The team at Copysonic has over three decades of experience matching Melbourne businesses with the right equipment. Not sure which brand is the right fit? Read our guide to the best printer brands for your business. Or get in touch today for honest advice and a competitive quote.
