MUCH MORE THAN A PRINTER

A guide to help find the multi-function printer best suited to your needs

THIS week has been full of calls from friends and family on advice to buy a multi-function printer. It seems the falling prices and end of fiscal discounts are making people queue up to buy gadgets.

A year back I would have suggested home users to stay away from multi-function printers (MFP). The price per print was too high, and the units too expensive — a printer scanner combo came much cheaper. But restricted spaces and the need for privacy have prompted many to look for MFPs, though the huge variety of options leaves most of them flummoxed.

Earlier, the choice used to be easy; it was either Canon, Epson or HP. Now, with Brother, Lexmark and many other brands available in the market, things have become more complex. So, what should you look for in an MFP?

PRINTER
It is no longer about a black and white or a colour printer, as most home printers can print colour. The real choice is the cartridge: whether to buy a two cartridge (CMY + BLACK) or four cartridge (C, M, Y, Black) system. All vendors offer a four-cartridge system, though your dealer may not tell you so. If you would be taking a lot of color prints, it is best to choose the four-cartridge model which gives you the option to replace just the cartridge that runs out. (Printers use four colour inks — Cyan, Magenta, Yellow and Black. A two-cartridge system has one cartridge for CMY and another for black. If you take more prints of a redder tone, the chances are Magenta and Yellow inks will finish first, while the cartridge will still have decent amounts of Cyan left. However, you will need to change the whole cartridge anyway.) While two-colour cartridge printers are cheaper at the outset, the cartridge cost will offset the benefit in the longrun. However, it is better to choose these printers if a majority of your prints will be black and white.

STARTUP TIME
I have seen printers that take up to five minutes to power on, and get ready. So if you needed a print in a hurry, you will have to wait for the printer to warm up and initialise.

INK AVAILABILITY
Check ink pricing and availability when you buy a printer; and make sure you understand the costs involved. There is a problem of ink availability with some brands, so ensure the inks are easily available and that the company has a telephone order system.

PHOTO PRINTER
Most brands sell printers as regular small office/home printers and photo printers. Though a regular printer can print photos, they will not be as vivid as the photo printer. But photo printers will be expensive and with costlier inks. So if you plan to do a lot of photos, stick to a regular printer.

SPEED AND RESOLUTION
A resolution of 600x600 is great for documents, and a 1200x1200 resolution ideal for pictures. If you still want to buy a printer with a 3000 resolution, let me tell you that it will take longer to print, eat up a lot more ink and be expensive. So make sure you choose the resolution ideal for your nature of work — for basic photo copy and printouts a 600x600 resolution is great, a 1200x1200 should do for photo work. And don’t be bothered by the pages per minute speed if you are not going to spew out hundreds of prints every day.

SCANNER
If you are buying a multi-function printer, make sure you check the scanner. The scanning speed is of utmost importance. I have found Canon to be the fastest, scanning a colour page in less than four seconds and HP the slowest with eight seconds.

If you are going to store for online usage you only need a 150 or 300 x 300 dpi resolution. A 72 dpi scan is enough for emails. So anything above 600x600 will be a waste, unless you want to scan photos.

FLATBED OR DOCUMENT-FED
This is a complicated one. There are models that will only take documents fed as single sheets to do a photocopy or a scan. Though very fast, I would advise you to stay away from these models as they have limited use. The choice between document-fed and flatbed depends on the usage. If you run a small business from home, or are buying a printer for your office desk, the document feeder is a helpful option. But if you need to scan a stack of sheets at one go you need a flat bed.

Flatbeds come with two lid options—check if the lid is removable or expands with the book. If you are going to be scanning from fat reference books, you will need the lid to rise higher. Though there is literally no cost difference between the two options, this is an important feature buyers often overlook. Canon, Epson and Brother have expandable/removable lids on most of their MFPs. Some HP models don’t come with this option.

CONNECTIVITY
Some printers now offer either USB or wireless connectivity. Others will even offer you wired Ethernet connectivity, in the office series. The wireless option works great if a substantial chunk of your work is printing and not scanning, as most MFPs won’t support the scanner on wireless. To scan you will need to connect your MFP to a USB port. In case you have a desktop at home, buy the USB version, so that you can share the printer among your PCs and print from any laptop on the network. Remember, you will still need to pick up the print so the WiFi option may not be all that great.

MEMORY CARDS
Manufacturers still don’t allow direct prints from thumbdrives, or the option to save scans to one. But some models do come with slots for SD / MMC / MS cards. If buying such a printer, go for one which has a small LCD screen, like in cameras, to view what you are printing. Some MFPs offer PICTBridge connectivity to take prints from digital cameras.

PHOTOCOPIER
Though we buy MFPs for prints, the maximum usage will be to do photocopies. Most printers have a separate button that allows you to do a black or a colour photocopy, make sure the printer you choose has two (Color Copy /Black Copy) buttons instead of a complex menu.

WARRANTY
Most manufacturers offer at-home service — in case of a failure they will come, diagnose and repair the printer, if possible at home. Check the warranty if the service is on site or return to bench.

Since printers are used for years, check if there are options for an ex tended warranty.

TIP:Though you may be tempted to buy a photo printer, there are some online printing companies like itasveer.com, snapfish.com and zoomin.com which send home prints at cheap rates. So don’t buy a printer just for the photo prints.

Feature guide

• Will you print more in colour? Buy a model that has four cartridges


• Will you need a fax? Choose an MFP with a built-in fax


• Do you have a PC at home? Buy a USB-based device


• Will you get images to print on memory cards? Choose a printer with a card reader slot and preview screen


• Will you be printing photos? Choose a printer that can do 4”x6” borderless printing


• Will you be scanning books? Make sure the MFP has a lid that can raise itself to fit a book


• Will you be scanning a lot of single-sheet documents? An automatic document feeder will be ideal

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The above article was printed in The Indian Express, on Sunday 22nd March 2009