Why Printers Are Still a Problem
It's 2025. We can video call someone on the other side of the world instantly. But printing? Still somehow a nightmare.
Printers jam. They run out of ink at the worst moments. The computer can't find them. They cost a fortune to run. "PC Load Letter"—what does that even mean?
The good news: for a small office, getting printing sorted isn't that hard or expensive. The trick is avoiding the traps that printer makers set to take your money.
Inkjet vs Laser: The Only Decision That Matters
There are two types of printers. Everything else is marketing.
Inkjet printers:
- Cheap to buy (from £50)
- Expensive to run (ink costs a lot per page)
- Better for photos and colour graphics
- Can dry out if not used regularly
- Often break sooner
Laser printers:
- More expensive to buy (from £150)
- Cheaper to run (toner lasts longer per page)
- Better for text and business documents
- Work even if left unused for weeks
- Generally more reliable
For most small offices, laser is the answer. Yes, they cost more upfront. But the running costs are so much lower that you save money within a year or two.
According to Which?, running costs for inkjet printers average 7-15p per colour page. Laser printers average 2-5p. Over thousands of pages, that adds up.
What to Buy (Specific Recommendations)
If You Print Less Than 100 Pages a Month
A basic mono (black and white) laser printer is all you need.
Good choice: Brother HL-L2350DW (around £130)
- Prints quickly
- Wi-Fi and USB connection
- Cheap toner (about 1p per page)
- Lasts for years
If You Print 100-500 Pages a Month
A mono laser with automatic double-sided printing.
Good choice: HP LaserJet M209dwe (around £180)
- Automatic two-sided printing
- Good quality output
- Easy to set up
- HP toner isn't the cheapest but is reliable
If You Need Colour
Colour laser is more expensive but worth it for business documents, marketing materials, or anything client-facing.
Good choice: Brother HL-L3270CDW (around £280)
- Good colour quality
- Reasonable running costs for a colour laser
- Wi-Fi, duplex, the works
If You Need Scan/Copy/Print
All-in-one (multifunction) printers can print, scan, and copy. Useful for small offices.
Good choice: Brother MFC-L2710DW (around £200)
- Print, scan, copy, fax (yes, some people still fax)
- Auto document feeder for scanning stacks of paper
- Cheap to run
For colour: Brother MFC-L3750CDW (around £400)
The Ink/Toner Trap (How They Get Your Money)
Printer makers sell printers cheap and make money on ink and toner. A new printer can cost less than replacement cartridges. It's absurd.
Here's how to avoid getting ripped off:
Buy high-yield cartridges
They cost more upfront but have way more ink/toner. Always check cost-per-page, not just cartridge price.
Consider compatible cartridges
Third-party cartridges cost a fraction of branded ones. Quality varies, but decent ones work fine. Look for brands with good reviews on Amazon.
Caveat: Some printers refuse to work with non-brand cartridges. HP is particularly aggressive about this. Check before buying the printer.
Avoid "instant ink" subscriptions
HP and others offer subscriptions where they monitor your printer and send ink automatically. Sounds convenient, but it often costs more than just buying toner, and if you stop paying, your printer might stop working even with ink in it. Nasty.
Setting Up the Printer (So Everyone Can Use It)
Most modern printers connect via Wi-Fi. Here's how to set it up:
Step 1: Connect to your network
Use the printer's screen to connect to your office Wi-Fi (same network your computers use). The printer will show its IP address when done.
Step 2: Install on computers
On Windows: Go to Settings > Devices > Printers & Scanners > Add a printer. It should find the printer automatically.
On Mac: Go to System Preferences > Printers & Scanners > click +. It should appear.
If it doesn't appear, type the IP address manually.
Step 3: Print a test page
Before walking away, print something from each computer to confirm it works.
Step 4: Set as default
Make this printer the default so people don't accidentally print to the wrong one.
Common Problems and Fixes
"The printer can't be found"
The printer and computer are probably on different networks. Check they're both on the same Wi-Fi. Restart both the printer and computer.
Prints are faded or patchy
For laser: the toner is probably running low. Take it out, rock it side to side to redistribute the toner, and you'll get a few more weeks.
For inkjet: run the cleaning cycle from the printer's menu. If that doesn't help, replace cartridges.
Paper jams constantly
- Don't overfill the paper tray
- Fan the paper before loading (separates sheets)
- Don't use crumpled or curled paper
- Check for bits of torn paper stuck inside
Prints are crooked
Adjust the paper guides in the tray so they're snug against the paper stack.
Everything is suddenly slow
You might be printing in "high quality" mode by default. Change to "draft" or "normal" for everyday printing.
Printing from Phones and Tablets
Most modern printers support wireless printing from phones:
iPhone/iPad: AirPrint. If the printer supports it (most do), it just works. Open what you want to print, tap Share > Print.
Android: Most printers have an app, or you can use the built-in print service. Some support Google Cloud Print or its successors.
Everyone: You can usually email a document to the printer. Check the printer's settings for its email address.
Going Paperless (The Best Solution)
Honestly? The best printer is the one you rarely use.
Tips for printing less:
- Sign documents digitally (DocuSign, Adobe Sign, or just type your name)
- Share documents as PDFs instead of printing
- Use cloud storage instead of filing cabinets
- Read on screen instead of printing to read
According to the Federation of Small Businesses, businesses that have digitised their processes spend 60% less on paper and printing. That's money you keep.
What to Spend
Bare minimum: £100-150
- Basic mono laser printer
- Handles light printing needs
Most small offices: £150-250
- Mono laser with duplex and Wi-Fi
- Or multifunction mono laser
If you need colour: £250-400
- Colour laser or colour multifunction
- Higher upfront but much better value than colour inkjet
Skip unless you really need it:
- Photo printers (just use a print shop)
- Large format printers (expensive and rarely needed)
- Inkjet for office use (running costs will hurt)
Printer Brands: Quick Guide
Brother: Reliable, cheap to run, boring but works. Good choice for offices.
HP: Popular but aggressive about cartridge lock-in. Avoid "Instant Ink" subscriptions. Their laser printers are fine.
Canon: Good for photos, less good for office use. Inkjets are common but expensive to run.
Epson: EcoTank inkjets (with refillable tanks) can be good value if you print lots of colour. Otherwise, same issues as other inkjets.
Lexmark: Enterprise-focused, usually overkill for small offices.
The Bottom Line
For most small offices with under 10 people, a mono laser printer in the £130-200 range is all you need. Brother is usually the safest choice—reliable, cheap to run, and doesn't try to trap you with expensive cartridges.
If you need colour, pay extra for a colour laser. The running costs make it worthwhile compared to inkjet.
Set it up on Wi-Fi so everyone can print. Buy high-yield or compatible toner to save money. And honestly, try to print less—it's better for your budget and the planet.
Printing technology is stuck in the past, but with the right choices, you can at least minimise the headaches.
