The 5 Best Printers for Small Offices in 2025 – Reliable and Efficient Choices

You need a small office printer that’s fast, reliable, and easy to use.

The Canon PIXMA TS6520 and TS4320 offer sharp color prints with duplex capabilities, perfect for limited spaces.

HP’s Color LaserJet Pro MFP 3301sdw provides speedy color laser printing, while the OfficeJet Pro 8125e blends quality and smart features.

Brother DCP-L2640DW delivers efficient monochrome printing with duplex and mobile support.

Keep exploring to find the ideal fit for your workspace and workload.

Canon PIXMA TS6520 Wireless Color Inkjet Printer with Copier and Scanner

The Canon PIXMA TS6520 Wireless Color Inkjet Printer offers versatile functionality for printing, scanning, and copying tasks. Its compact design fits well in small workspaces. The printer supports duplex printing, saving both time and paper.

This model uses a two-cartridge hybrid ink system for sharp text and vibrant colors. It handles various media types up to 8.5” x 11”. Dual-band Wi-Fi and the Canon PRINT App provide easy wireless setup and printing from smartphones.

The intuitive control panel with an OLED display simplifies operation. This all-in-one printer is designed for convenience and efficiency in home or small office environments.

Best for: Small office workers and home users needing a reliable all-in-one printer with wireless connectivity and duplex printing.

Pros:

• Compact design suitable for limited spaces
• Dual-band Wi-Fi with mobile app support for easy wireless printing
• Automatic duplex printing for efficient paper use
• Hybrid ink system delivers sharp text and vivid colors

Cons:

• Maximum media size limited to 8.5” x 11”
• OLED display may offer limited interface detail
• Two-cartridge ink system might require more frequent replacements

Canon PIXMA TS4320 Wireless Color Inkjet Printer with Copier and Scanner

The Canon PIXMA TS4320 Wireless Color Inkjet Printer offers a compact, all-in-one solution for printing, scanning, and copying. Its 2-cartridge hybrid ink system delivers sharp text and vibrant colors. Automatic duplex printing helps reduce paper use and boosts efficiency.

Wireless connectivity is stable with dual-band Wi-Fi, allowing seamless mobile printing via the Canon PRINT App, Apple AirPrint, and Mopria Print Service. This printer is designed to fit small office and home environments while supporting eco-friendly practices.

Best for: home users and hybrid workers needing a reliable, space-saving all-in-one printer with wireless capabilities.

Pros:

• Automatic duplex printing for paper saving
• Dual-band Wi-Fi ensures stable connections
• Supports multiple mobile printing options
• Compact design suitable for small spaces

Cons:

• Color print resolution may be lower than some models
• Copy speed could be slower for heavy use
• Limited media size up to 8.5” x 11”

HP Color Laserjet Pro MFP 3301sdw Wireless All-in-One Color Laser Printer

The HP Color LaserJet Pro MFP 3301sdw is a versatile all-in-one color laser printer designed for small teams. It delivers fast printing at 26 pages per minute for both black and color documents. The printer uses next-generation TerraJet toner, producing crisp and vibrant colors.

This model supports auto two-sided printing, a 250-sheet input tray, and an automatic document feeder, helping to boost office productivity. It works exclusively with Original HP 218A and 218X toner cartridges that include HP security chips, ensuring reliable performance and protection.

Regular firmware updates maintain the printer’s security and functionality. Its combination of speed, convenience, and dependable cartridge use makes it a solid choice for busy small offices.

Best for: small teams and busy small offices that need a reliable all-in-one wireless color laser printer with fast print speeds and versatile functionality.

Pros:

• Fast print speed of up to 26 ppm for both black and color prints
• Auto two-sided printing and automatic document feeder enhance efficiency
• Uses Original HP cartridges with security chips for reliable performance
• Large 250-sheet input tray reduces frequent refills

Cons:

• Only compatible with HP 218A and 218X toner cartridges with HP chips
• Firmware updates may be needed periodically for optimal security
• May require a higher upfront investment compared to basic laser printers

HP OfficeJet Pro 8125e Wireless All-in-One Color Inkjet Printer (405T6A)

The HP OfficeJet Pro 8125e Wireless All-in-One is designed for small offices needing efficient, high-quality color printing. It delivers up to 10 pages per minute in color and 20 pages per minute in black. The printer features auto duplexing and a 225-sheet input tray for added convenience.

Its 2.7-inch touchscreen offers easy navigation, while AI-powered print formatting helps reduce paper waste. Dual-band Wi-Fi ensures stable wireless connections, and the HP app enables printing and scanning from mobile devices. With HP+, users gain access to an Instant Ink trial and enhanced security features.

Best for: Small office teams and home office users requiring reliable color printing with seamless mobile connectivity and smart management tools.

Pros:

• Fast print speeds with automatic double-sided printing.
• AI-driven print formatting reduces waste.
• Stable dual-band Wi-Fi and mobile app support.
• Instant Ink trial and security features via HP+.

Cons:

• HP+ activation may be needed for some features.
• Compatible only with HP cartridges containing chips.
• Monthly fees apply after the Instant Ink trial unless canceled.

Brother DCP-L2640DW Wireless Compact Monochrome Laser Printer with Copy, Scan, Duplex, Mobile & Alexa Compatible

The Brother DCP-L2640DW is a wireless compact monochrome laser printer designed for efficient black-and-white printing, copying, and scanning. It delivers fast print speeds of up to 36 ppm and includes a 50-page auto document feeder to handle multi-page tasks with ease. Its compact design fits well in small office spaces without sacrificing performance.

Connectivity options include dual-band wireless and Ethernet, allowing secure and flexible device management. The Brother Mobile Connect App simplifies printing and supply monitoring from your smartphone. This printer also supports duplex printing and integrates with Alexa voice commands to streamline your workflow.

Using Brother’s Genuine toner and subscription service helps maintain consistent print quality and manage supplies efficiently. This monochrome laser printer offers a reliable solution for everyday office needs, balancing speed, functionality, and convenience.

Best for: Small offices and businesses requiring fast, dependable black-and-white printing with scanning, copying, and mobile management features.

Pros:

• Fast print speed up to 36 ppm and 50-page auto document feeder
• Dual-band wireless, Ethernet, and mobile app support
• Duplex printing and Alexa voice command compatibility

Cons:

• Monochrome printing only, which may limit color document needs
• Ongoing use of genuine toner and subscription service might be required
• Compact size could limit paper capacity compared to larger printers

Factors to Consider When Choosing a Printer for Small Office

When choosing a printer for your small office, consider how fast you need it to print and what connectivity options suit your setup. Think about the print quality required for your documents and whether duplex printing can save you time and paper.

Also, make sure the device’s size fits comfortably in your workspace without crowding it.

Print Speed Requirements

Because print speed directly affects your office’s productivity, you’ll want a printer that handles your typical workload efficiently. For mixed document printing, aim for at least 20 pages per minute (ppm) in black and white and around 10 ppm for color to balance speed and quality. High-speed printers reduce wait times, especially when multiple employees print simultaneously.

Don’t overlook the first-page-out time, as a quicker start means less delay. If you often scan or copy multi-page documents, consider a model with an automatic document feeder (ADF) to boost efficiency. By focusing on these print speed factors, you guarantee your small office printer keeps up with demands without slowing down your workflow.

Printer Connectivity Options

Print speed matters, but how you connect your printer can impact your office’s workflow just as much. Look for printers offering dual-band Wi-Fi (2.4GHz and 5GHz) to maintain stable connections, especially in busy office settings. Mobile printing support is essential—choose printers compatible with apps for smartphones, tablets, and computers, plus popular services like Apple AirPrint and Mopria Print Service, to print seamlessly across different devices.

If your office has multiple users, an Ethernet port guarantees secure, wired connections and smoother access. Also, consider how easy the printer is to set up; a straightforward installation process saves you time and avoids headaches. Prioritizing these connectivity options will keep your small office running efficiently without connectivity hiccups.

Print Quality Needs

Quality matters a lot in your office documents, and choosing a printer with at least 600 x 600 dpi resolution guarantees sharp text and clear images. If you print mostly black-and-white documents, a monochrome laser printer delivers crisp, professional text. For vibrant graphics or marketing materials, an inkjet with a four-cartridge color system—cyan, magenta, yellow, and black—offers richer colors.

Remember, the type of ink or toner affects output quality, so pick one suited to your document needs. Regular maintenance like cleaning print heads and replacing cartridges keeps prints streak-free and vivid. Also, consider using paper designed for your printer type; specialized media greatly enhances final print appearance.

Balancing these factors guarantees your small office produces polished, professional materials every time.

Duplex Printing Capabilities

Anyone looking to optimize office efficiency should consider a printer with duplex printing capabilities. This feature enables automatic double-sided printing, which cuts down on paper use and slashes printing costs in your small office. Many modern printers offer this function, saving you time by eliminating the need to manually flip pages.

By reducing the number of print jobs and interventions, duplex printing speeds up your workflow and boosts productivity. Additionally, these printers often come with faster print speeds, further enhancing efficiency. Choosing a duplex-capable printer also supports eco-friendly practices by minimizing paper waste.

In short, investing in a duplex printer not only saves you money and time but also helps your office operate sustainably and more efficiently.

Device Size and Footprint

Choosing a printer with duplex printing capabilities helps save paper and space, but you also need to contemplate the device’s overall size and footprint. In a small office, a compact design maximizes your limited workspace. Look for printers that combine printing, scanning, and copying to cut down on the number of devices cluttering your desk.

Consider the weight too; lighter models are easier to move for maintenance or rearranging your setup. Make sure the printer’s controls and paper trays are easily accessible, especially if your space is tight. Efficient stacking and storage options can also help keep your work area tidy.

Ink or Toner Cost

While inkjet printers often cost less upfront, you’ll want to weigh their higher ink expenses against the more economical toner cartridges used in laser printers, especially if your small office prints frequently. Ink cartridges usually cost between $15 and $50 and yield 200 to 1,000 pages, whereas toner cartridges range from $50 to $150 but can print 1,500 to 10,000 pages.

Over time, laser printers tend to be more cost-effective for heavy use. You might also consider subscription services like HP Instant Ink, which deliver cartridges based on your usage and help control expenses.

To find the best fit, calculate the total cost of ownership—initial price plus ongoing ink or toner replacements—so you can pick a printer that balances your budget with your printing volume.

Security Features

Because small offices often handle sensitive information, securing your printer is essential to protecting your data. Look for models with data encryption to safeguard information during transmission between your devices and the printer. Built-in firewalls are a must, as they block unauthorized access to both the printer and your network.

Make sure your printer supports regular firmware updates to patch vulnerabilities and stay ahead of cyber threats. Features like secure print release, which requires a PIN or password to access printed documents, prevent unauthorized hands from viewing sensitive materials. Additionally, consider printers with extensive security protocols, such as HP Wolf Essential Security, ensuring only original cartridges with security chips operate the device.

Prioritizing these features helps keep your small office’s information safe and your workflow uninterrupted.

Frequently Asked Questions

How Do Printer Warranties Differ Among Brands?

Printer warranties differ by brand in coverage length, parts included, and service options. You’ll find some offer extended support or on-site repairs, while others limit coverage to basic parts or require shipping for service.

Some brands provide comprehensive plans that cover both parts and labor extensively. Others may restrict warranties to specific components like the print head or power supply.

Service options also vary, with some companies offering quick on-site repairs, while others require sending the printer to a repair center. This can affect convenience and downtime for users.

What Are the Environmental Impacts of Inkjet vs. Laser Printers?

You’ll find inkjet printers use less energy but generate more waste from cartridges, while laser printers consume more power yet have longer-lasting toner cartridges, making them slightly more eco-friendly in high-volume printing scenarios.

Can These Printers Handle Specialized Paper Types Like Cardstock?

You’ll find many printers gladly accept cardstock and other specialty papers, but you’ll want to check the specs carefully. Some might need a little extra encouragement, like adjusting feed settings, to handle thicker materials smoothly.

Are There Subscription Services for Ink or Toner Refills?

Yes, many printers offer subscription services for ink or toner refills. You’ll get automatic deliveries before you run out, saving time and avoiding interruptions.

It’s convenient and often more cost-effective for small offices like yours.

How Secure Are Wireless Printers Against Cyber Threats?

Think of your wireless printer like an unbarred front door—it’s vulnerable. Without strong passwords and updated firmware, hackers can sneak in.

Conclusion

Choosing the right printer for your small office can boost productivity and save you money. Did you know that 82% of small businesses say reliable printing solutions help them work more efficiently? Whether you need vibrant color or fast monochrome printing, the options like Canon, HP, and Brother offer something for every need.

Pick the one that fits your workflow, and you’ll see how a great printer makes your daily tasks smoother and more professional.