From multifunction printers to black and white copiers, this guide will walk you through how to choose the best Austin copier for your space and budget—ensuring high-quality printing, efficient performance, and cost savings from day one.

Key Takeaways

• Choose a copier based on your monthly copying volume and expected business growth.
• Prioritize copier features like mobile printing, security, and advanced scanning to maximize productivity.
• Consider the total cost, including maintenance costs, supplies, and energy consumption.
• Ensure your copier supports wireless capabilities, seamless integration, and secure document handling.
• Work with trusted copier brands that provide great customer support, warranties, and flexible lease or purchase options.
• Tailor your copier choice to your business’s unique needs, ensuring that features and capacity align with your specific requirements.

1. Assess Your Printing Volume and Business Needs

Understanding your current and future printing volume and specific needs is crucial. A high-speed printing machine might sound appealing, but if your office prints fewer than 1,000 pages per month, you could save significantly by choosing a mid-range model.

• For high-volume printing: Look for models with fast print speed, high paper capacity, and frequent reloading reduction.
• For small businesses or limited-space offices: A compact multifunction printer with advanced scanning and automatic document feeder is a space-saving option.

2. Know the Features That Matter Most

The best copier is one that offers the most features to align with your workflow. Here’s what to focus on:

Must-Have Features

• Color printing vs. black and white: Choose based on your document needs.
• Mobile device compatibility: Allow printing directly from phones or tablets using Apple AirPrint and other services. This feature enhances workflow by enabling seamless printing from mobile devices.
• Wireless capabilities: No cables, no fuss.
• User authentication & password protection: Protect sensitive documents and sensitive data.
• Paper handling & paper sizes: Make sure the copier accommodates all your needs.

Nice-to-Have Features

• Document digitization: Convert physical documents to searchable PDFs.
• Data encryption and robust security features: Keep your network safe.
• Energy efficiency: Reduce your environmental impact and power bill.
• Saving time: Energy-efficient copiers automatically shut down when not in use, saving time and effort by reducing the need for manual intervention.

3. Evaluate Print Quality and Speed

Print quality is non-negotiable if you’re printing marketing materials or contracts. Look at:

• High resolution (DPI): Ensures crisp, professional output.
• High quality printing: Especially vital for color prints and client-facing documents.
• Print speed (pages per minute): Vital for busy offices that print in bulk. Higher pages per minute rates, often exceeding 100, are crucial for high-volume printing environments.
• Warm-up time: The faster your first print comes out, the more valuable time you save.

4. Balance Budget and Operating Costs

It’s not just about the initial purchase price. Consider the total cost of ownership:

• Maintenance costs: Choose models known for reliability and easy servicing.
• Paper costs: Pick machines with automatic duplexing and good paper handling to reduce waste.
• Toner/ink yield: How many prints per cartridge?
• Energy efficiency: Look for ENERGY STAR-rated devices to minimize costs.
• Save time: Opt for features like mobile printing capabilities and multifunction printers to streamline processes and reduce extra tasks, thereby enhancing efficiency.

Tip: Consider leasing if you want new office equipment without the upfront investment. Leasing also provides flexibility as your business grows.

5. Think About Your Office Size and Layout

Your office size and layout should influence your choice:

• For limited space, smaller businesses can often opt for more affordable, smaller, vertical units or white copiers that blend with modern interiors.
• For larger offices, you can invest in copier types that accommodate multiple users with high-volume needs.

Also, check noise levels and ventilation requirements before making your final decision.

6. Prioritize Integration and Document Management

Your new copier should offer seamless integration with your:

• Email servers
• Cloud storage systems
• Document management software
• Workflow needs, especially for businesses with high volumes of printing, to enhance efficiency and accessibility for employees

Look for models that enable mobile printing and email-to-print and support popular platforms like Google Workspace and Microsoft 365.

7. Research Trusted Copier Brands

Opt for trusted copier brands with a solid reputation for reliability and service. Some industry leaders include:

• Canon
• Xerox
• Konica Minolta
• Ricoh
• Sharp

When selecting a copier, consider the importance of choosing the right color copiers for your business needs. Color copiers offer various output speeds and can be more efficient and reliable in high-demand environments. They also provide the flexibility to handle both color and black-and-white printing, which can be crucial for different operational requirements.

Check for local support and service-level agreements (SLAs), especially if you’re investing in new copier models for mission-critical workflows.

8. Consider Future-Proof Features

Your office copier should grow with your business. Look for:

• Modular add-ons for expanding functions.
• Advanced security features like data encryption.
• Software updates and cloud-ready platforms.
• High print quality and strong security measures should be a top priority, especially for users who frequently print visuals or sensitive documents.

Pro Tip from Austin Copier Company: Ask about remote monitoring capabilities that notify you when supplies are low, or maintenance is needed—this saves time, reduces downtime, and ensures efficient printing.

9. Match the Copier to Your Workstyle

Finally, assess how your team works:

• Are they mobile and remote? Prioritize mobile printing and cloud features.
• Do they handle sensitive documents? Look for user authentication and password protection.
• Is speed critical? Opt for high-speed printing machines with robust paper capacity.
• Need high-quality printing? Choose a color copier that ensures vibrant, professional client-facing documents, enhancing your business’s image.

Finding the right copier means fitting all the pieces of your workflow puzzle together—from cost and connectivity to print quality and security.

10. Evaluate Energy Efficiency and Environmental Impact

When choosing an office copier, it’s essential to consider its energy efficiency and environmental impact. Look for copiers with energy-saving features, such as automatic shut-off, low power consumption, and eco-friendly toners. These features can help reduce your business’s carbon footprint and lower your energy bills. Additionally, consider the copier’s recyclability and waste reduction capabilities. Some copiers have features that allow you to recycle toner cartridges and reduce paper waste. By choosing an energy-efficient and eco-friendly copier, you can contribute to a more sustainable future and reduce your business’s environmental impact.

11. Consider Multifunction Printer/Copier Options

Multifunction printers (MFPs) are a popular choice for offices because they combine the functions of a printer, copier, and scanner into one device. MFPs can help streamline workflows, minimize costs, and reduce clutter in the office. When considering an MFP, look for features such as high-quality printing, advanced scanning capabilities, and wireless connectivity. Some MFPs also come with advanced security features, such as user authentication and data encryption, to protect sensitive information. By choosing an MFP, you can simplify your office equipment and improve productivity.

12. Setting Up a New Office

Setting up a new office can be a daunting task, especially when it comes to choosing the right office equipment. When setting up a new office, consider the following factors:

• Office size: How much space do you have available for office equipment?
• Printing volume: How many pages do you expect to print per month?
• Copier features: What features do you need in a copier, such as color printing, scanning, and faxing?
• Budget: What is your budget for office equipment?
• Technology solutions: What technology solutions do you need to integrate with your copier, such as mobile printing and document management?

By considering these factors, you can choose the right office copier for your business and set up a productive and efficient office.

Make the Smart Move for Your Office

Whether you’re outfitting a new office, replacing outdated office printers, or looking to streamline your document management, choosing the right copier, especially one that efficiently handles large volumes of copies while being energy-efficient and environmentally friendly, is one of the most impactful technology investments you’ll make.

Austin Copier Company – Sales, Leasing & Repair is here to guide you through every step—from evaluation to setup and maintenance. With deep industry experience and partnerships with top copier brands, we’ll help you pick a solution that delivers all the features your business needs at a price that works for your budget.

Contact us today and let our experts match your business with the copier that’s built to last.

Let me define rebooting a copier.  It’s more than heating the on/off button on the control panel.  That’s usually not the real on/off button.  Begin by turning that one off but then turn off the real on/off button which looks like a light switch.  It may inside the cover where the toner goes or it could be on the outside of the copier.

Turn it off at the main switch and wait about ten seconds before turning it back on.  If there’s still a print scan issue after rebooting the MFP and your PC then call your IT person or call us.  We have a lot of experience with those sorts of issues.  Unfortunately, when an IT person is stumped they will often go back to blaming to copier.  70% of the time they are wrong based on our experience.

We go on those calls and we usually end up fixing the problem for the IT person.  Many IT people have limited experience with print scan issues.  Call us if you ever find yourself in that situation.  Also, rebooting can fix other issues as well.  For example, you put originals in the document feed and nothing happens.  That means the copier is confused.  Rebooting will almost always fix that.

Take the copy with lines and put it on the large piece of glass face up.

Follow the lines with your eyes to the long thin piece of glass on the side.  That’s where the hidden dirt is.  Clean that with glass cleaner and a paper towel.  You may have to rub it well but that often will fix the problem.

If you still have lines after cleaning the slit glass than you need a service call.  However, if you get the lines on copies but not prints then it probably is a dirty slit glass so you may want to clean it a second time a little more firmly.

It your copier is having a funky day try turning it off at the main on/off switch.  That’s not the one on the control panel.  Turn that one off first band then look for the main on/off switch which may be inside the front cover or on the outside of the copier about half way down.  Turn it off and wait about 10 seconds before turning it back on.

I would put a commercial grade surge protector on the copier.  Storms and electrical problems are getting extreme.  Stores don’t sell the kind I’m talking about so call us and I’ll suggest a few brands to you.  We carry the SmartPower line which is one of the better ones.  We sell them at a discount.

The final thing is try to stick with the same brand of toner.  If you’ve switched to generic stick with that brand.  You can mix generic with OEM toner but you shouldn’t mix generic with generic.  That can mess us the drum or developer and cost you money.  On new copiers stick with the OEM toner for a few years.  It takes the generic guys a couple of years to come up with one that won’t hurt the copier.  It you have questions on anything mentioned in this blog give us a call.

I took the time to get educated on this matter.  I assumed all surge protectors were the same.  The more I investigated this I started to realize there are differences and the differences are often confusing and hard to explain.  However, I eventually connected with the right people who sold several lines of surge protectors.  They explained the different brands and what the differences were.

They are all good and better than nothing but my current favorite is made by a company named Smart Power.  These high end surge protectors can’t be found in a store.  They are usually resold by the same people who sell copiers because they are pretty sophisticated.  Even though they can cost around a $100 if they save a copier/MFP that cost between $5,000 and $10,000 it’s probably worth it.  It isn’t just thunder storms that take out equipment.  It can be power surges or power fluctuations caused by nearby construction or grid problems.

Feel free to call us if you have any questions but I would put some kind of surge protector on your copier even if it’s a cheap one.

If you are buying generic toner on your own be careful of buying on the internet because you won’t know what brand you are getting.  Not all generic toners are equal.  Some generic toner companies really have good quality control but not all.  Plus, you should not mix generic brands.  That could mess up your print quality.  It is okay to put generic in if you’ve been using OEM but if you buy generic toners and don’t pay attention to the brands you could create problems.  Again, you won’t have that problem if you are buying locally because they probably only buy one or two brands that their service department approves of.

In summary, if you have a print quality problem right after you add a new cartridge of toner it may be the toner and not the machine.  Also, the advice above is for copier oriented MFPs.  The HP world is another matter which I won’t go into now.  There are different suggestions for that which I’ll address later.

Is the line just on the copies or does it show up on the prints as well?  If it’s just on copies and scans then you should clean the slit glass.  Lift up the document feed and you will see two pieces of glass.  The first is a large one for book copying.  Not that one!  Look for the long thin pencil shaped glass.  That is the one!

The naked eye can not always see the dirt on the slit glass so take the copy with the line and lay it on the big piece of glass face up.  Then follow the line with your eye to the thin slit glass and you’ll see what part of the slit glass needs cleaned.  I say that because people often say they cleaned the slit glass and still have a line.

It that’s the case, use glass cleaner and a rag and focus on the area I just mentioned and don’t be afraid to rub.  There’s probably some dirt or ink there you just can’t see it.  If the line persists, then you need to call for service because the source of the problem is something different.

First, it is okay to mix a generic toner with the OEM toner inside. If you don’t know what toner is inside then you have a little bit of a problem. The safest thing would be to put an OEM toner in next time. Then after that you can start using a generic toner. Hopefully, it’s a quality generic toner that won’t hurt the print quality. If it does, then you have to place a service call and you didn’t save any money.

If you do find a good generic toner that doesn’t lessen the print quality on your copier than stick with that brand. Different generic brands shouldn’t be mixed.   Hopefully, the person on the internet will identify the brand for you so you don’t take that risk. You also need to know how fresh it is. Surplus toner that sat in hot warehouse for two years may have caked up inside so make sure there’s some kind of return policy if you get some bad stuff.

Finally, not all generic toners are equal in quality. They should be but they are not. Our service department sticks to certain generic brands for certain models. Also, there are some models that should never use generic toner. It’s hard for the end user to know all these details so if you are unsure give us a call and we will try to help.

If that doesn’t fix it you should contact your computer or IT person. I realize that may cost you money but they can usually remote in and diagnose the problem and there might not be a charge. You might even have a contract with the person already. Most IT people can diagnose these kind of problems but not all. We have met a variety of competence levels from people who carry the title of “IT”.

If they can’t fix it and you call a copier company keep in mind that IT support is outside the scope of a traditional break/fix maintenance agreement which means you’ll get billed anyway. If the copier tech does come out and is unsuccessful they at least have access to the manufacturers tech support which should help.

If it is determined that it isn’t the copier causing the scanning problem then maybe it’s time to find a new IT person or get one if you’re trying to do it yourself. I understand your frustration with scanning problems but the above discussion is based on years of experience handling these sorts of calls.

Some copiers even allow you to limit who can make color prints or copies. This would be controlled at the server/PC level. Your IT person can set this up. You can contact us and we can steer the IT person in the right direction on how to do it. Setting up account codes at the control panel is the simplest though. Nobody can get a copy without entering their 5 digit code.

Some law firms want more than 5 digits. Newer copiers allow up to 8 digits. Again, if you are interested in exploring this option call us and we can coach you. We would need to know your make and model first.

Account codes are very popular at churches where there are volunteers and church members who can access the copier after hours. You don’t want some soccer coach printing out the season’s schedule on your copier. Other businesses, like the law firm mentioned previously, need account codes for billing purposes.