Looking for a new printer can be confusing. With such advanced printing technology on the market, you may be surprised that all printers aren’t capable of printing in color. However, the question of whether to buy a black and white or color printer depends on what you need out of your printer experience.
Both types of multifunction printers (MFPs) have pros and cons, and there are many factors that determine which is right for your business.
What is an MFP?
The acronym “MFP” stands for multi-functional printer. The multi-functional aspect refers to capabilities including printing, copying, stapling, scanning, and more depending on the device you choose. As opposed to devices that only copy or only scan, “MFP” is an all-encompassing term used in the print industry to refer to machines with multiple functions.
Both color and black and white, or monochrome printers, can be considered MFP devices if they can perform more than one function.
Should I Buy a Color or Monochrome Printer?
Before you decide between a color and black and white printer, think about what you will realistically need to print. Will you need prints to have vibrant colors for branded materials? Are you printing out plain documents to use internally?
There are endless ways you can utilize a printer for business activities, and a wide range of print volume capabilities to choose from when selecting a device. Print jobs may include:
- Booklets, flyers, posters, and other branded materials.
- Invoices
- Contracts
- Internal or external communications
- Patient charts and records
- Bulletins
- Signs & educational posters
Pros of Black and White Printers
Monochrome printers can be a simpler solution for businesses with straightforward printing needs. If you only need to print out black-and-white documents, a monochrome printer will meet your needs without the complications of having to replace different color toner cartridges.
Fewer Toner Cartridges & Lower Costs
Monochrome printers only need black toner. Reducing the consumables that a printer utilizes can be much better for the environment and can save considerably on your printing budget. Black toner is typically cheaper to buy than color cartridges like cyan and magenta, which helps with cost savings too.
Cons of Black and White Printers: Fewer Capabilities
If you print quite often and create a range of projects, a black and white printer might be a bit too simple of a machine for you. This type of device is great for businesses with limited printing needs, so if you have many projects and many dynamic demands it might be best to explore other options.
Types of Print Projects
As can be expected, black and white printers can’t produce as many print project types as color printers. If you print out documents with color components such as charts or graphics, a monochrome printer probably isn’t for you.
However, you could still incorporate the cost-effectiveness of black and white printing by having both color and monochrome printers in your office. When you partner with a managed print provider, they will help you decide on the right combination of devices for your business needs.
Pros of Color Printers: Dynamic Printing Projects
As opposed to monochrome printers, color printers offer a wider range of capabilities that might suit your business better depending on your needs. Some aspects to consider for color printing include:
- Who will receive your prints
- Your goals for printed materials
- How much you'll print in colors other than black and white
Color printers are extremely dynamic for print projects. To create branded materials, you have many different options for getting the best possible color translation to represent your brand.
The number one complaint for color printers is how accurately colors turn out on branded materials. This is crucial, as inconsistency can quickly make your materials look tacky.
A general rule is that color prints are best for external communications while black and white are for internal materials. Using color is great for when you want to stand out and grab attention with vibrant color schemes and excellent print quality.
Cons of Color Printing: More Toner Cartridges & Higher Costs
Print costs are typically going to be higher for color printers since colored toner is more expensive than true black toner.
Unlike black and white printers that only need one type of toner cartridge, color printers require three or more colors to function. Some color printers can be configured to only use black toner for black and white printing if the color cartridges are out, but this could compromise the quality of your prints.
The added number of consumables needed can affect how much you're paying in the long run, which is a potential downside to office color printers.
Can You Print in Black and White with a Color Printer?
The good news about choosing between color and monochrome printers is that you can configure a color printer to print in black and white for specific print jobs. This allows you to save toner only for projects that require color. This can save you money on toner cartridge refills, as black ink tends to be less expensive than colors like cyan and magenta.
Although all color printers can print black and white pages, not all types utilize ink the same way. For example, inkjet printers will use a blend of colored inks (cyan, magenta, and yellow) to create a black look, while laser printers require a separate black toner cartridge.
This detail is important if you’re torn between a color and black and white printer. If you need to print both black and white and color projects, a color printer is a safe option since it will likely be capable of printing both.
Is it Time to Update Your Printer Fleet?
If you're ready to upgrade your business' printer fleet, it's a good idea to partner with a managed print service provider that will advise you based on your needs. There are many factors other than ink color to consider when choosing a printer.
The best managed print service companies will help you find a secure printer and manage your printer fleet to adhere to your output needs. Other factors to consider in finding the right printer include:
- Printing speeds
- Security features like malware detection and endpoint detection & response technology
- Cloud printing and faxing integrations to print securely and protect sensitive information
- Hole punching, stapling, and other added functions
To kickstart your search for the right device and managed print provider, click the button below to speak with a seasoned print management expert about your print environment.
