If buying a printer for a school is on your to-do list right now, then you're in the right place. This guide is here to help you consider everything you need to know before making an investment in a printer, or several, for a school or district.
From a printer that serves an entire school building to a model that is purchased to operate in a single classroom, there are many different points to consider. Economic factors, special features, and even the size and layout of the machine are key features. Find the best printers for schools It can take time to do it correctly.
A printer is a long-term investment, so running costs also need to be considered, and with laser or inkjet options, this can vary widely.
These are the key considerations to think about.
Buying a printer for a school: printer costs
One of the most important considerations when purchasing a printer, or several, is cost. And that's not just the amount you pay up front: these machines represent an ongoing expense. You'll need to pay the initial charge but then consider the cost of paper and ink, as well as maintenance, over the life of the machine.
Some brands are more expensive than others when it comes to ink, so if you find them more affordable at a purchase price, keep in mind that this could be why.
Operating costs can also play a role. For example, you could pay more for an automatic feeder, but that will allow administrative staff to leave you alone to copy many documents, without wasting the time that would be required without this more expensive feature.
Laser and ink are the two main types of printers and although laser will cost you more up front, they work faster and have lower toner costs than ink charges. A laser toner cartridge could yield up to 4,000 pages, while an inkjet cartridge will probably max out at a few hundred pages.
Connectivity options
If this printer is used throughout the school, or just in a classroom, it will need to have decent connectivity. Consider whether you want to be able to load memory cards or flash drives into it to print directly. Or if you want this to offer direct wireless printing from personal devices and school system units.
It's also worth looking at how well the printer or brand connects to networks, as this can ensure you have the printers secure on the local school network without long-term setup or maintenance issues.
If you opt for an all-in-one model, you may want Wi-Fi so you can scan, copy and print, all wirelessly, using multiple devices.
Continuous reliability
The ability to be robust is key when it comes to a school printer. Since this model will likely be used by many different people, of different ages and technical abilities, it will need to withstand the rigors of daily use. This often means opting for a well-known brand, built to high standards.
It's also important to consider customer support and how easy it will be to replace parts or get repair assistance should that situation arise, as it inevitably will at some point. It is a machine with moving parts, so it has a limited useful life. Therefore, plan to replace it in several years or invest in maintaining it for long-term use.
Printer Features
The specific needs of each user, classroom, and school may vary, so you may need a printer that has many features in a single model. Do you need to print in color, scan, copy, fax? Will your printer need to automatically feed scanned documents and be able to print on both sides or staple pages together?
If you want a printer that's also a scanner, you'll probably need Wi-Fi so you can automatically upload those documents to the school network for secure storage and access to those who need them.
Printer ownership vs. leasing?
Leasing, rather than purchasing, a printer or several at a school or district can provide financial benefits. Instead of taking on the tax hit up front, you may be able to spread it out through leasing.
A lease can often also cover ongoing costs such as maintenance, giving you more peace of mind and a fixed fee that you can budget for over the period, with no extra surprises when something breaks or goes wrong.
Printer size
This might be a simple consideration, but where will the printer live? Printer sizes vary greatly depending on the type you choose. Small desktop models with a compact footprint abound, while there are beefier standalone printers that hold plenty of paper and ink but take up more space, vertically and horizontally. Knowing where yours will go should inform your final purchasing choice.
