Top 10 Best Office Copiers 2023 : Reviews By an Expert

Whether you own a business or manage a branch, there is always going to be paperwork. Lots of it. When the time comes to generate monthly reports, your average printer may give up due to the enormous workload.

Work environments are stressful enough and the lack of important business documents is the last thing you would want to happen.

So how do you avert this disaster? Well, this is the job of an office copier.

An office copier is designed to tackle heavy printing workloads. It flies through the task by printing at sheer speeds and in large volumes.

Apart from printing, office copiers come with an array of useful features that makes your life easier.

Whether it's your first time purchasing an office copier, or you are just looking for a new feature-rich model to replace your old one, in this article we have reviewed some of the best office copiers for you.

Table of Contents

What Is Office Copy Machine?

An office copy machine, as the name suggests, is a piece of office equipment that is designed specifically to perform tasks such as scan, copy, fax, and print. Office copiers can also be used to create electronic documents such as PDF or DOC files from paper originals.

This brings up an important question. Isn't this machine just like a regular multifunctional printer?

That is a great question.

The answer is two-fold. It is and at the same time, it isn't. Although they share some similar traits such as copy, scan, fax, and print, the major differences lie in size and flexibility.

Multifunctional printers are suited for small offices. They have a small form factor and can easily be fit in most spaces. Compared to office copiers they are slow and are better used by a small group of people rather than a large number of users.

Multifunctional copiers are best suited for office environments as they can be used by simultaneous users and have greater printing speed and paper capacity.

If you are a business owner who has a regular printer, you might be slowing down the productivity of the office. Below are some of the reasons why getting an office copier is a must.

Benefits Of Using Office Copier

1. Printing Both Sides: The best office copiers come with a duplex auto document feeder or ADF. This allows you to scan and print on both sides of the paper without having to manually turn it. This saves time, and cost of printing as your paper usage is halved.

2. Connectivity: There are various ways to establish a connection with a copier. Apart from the conventional Ethernet cable, printing tasks can be sent wirelessly through Wi-Fi, Wi-Fi Direct, and Bluetooth. This allows the user to print documents on the go. Most copiers can also print documents that are cloud-based storage sites such as DropBox or Google Drive.

3. Digital Files: Documents can be printed from various cloud sites and storage devices. They can also be scanned from paper originals and sent back through email as digital files.

 4. Low Printing Cost Per Page: Even though some copiers are expensive at first, the cost of copying per page is relatively low. This makes it a great investment in the long run.

5. Supports Different Paper Types And Sizes: Office copiers can handle papers that are various sizes and types. Apart from the regular A4s, it can print on A3, A5, and smaller paper sizes. The paper types where office copiers can print on include envelopes, labels, brochures, etc.

6. Fast Printing: Office copiers are designed to operate at workplaces where there is a huge workload. For that reason, they are fast and efficient.

Our Top 10 Pick Of Best Office Copier 2020

1. Brother MFCL2750DW Monochrome All-in-One Wireless Laser Printer

Office copiers are one of the most important pieces of equipment in your office space. You are usually required to make a large volume of printouts, at a fast and efficient rate. Unlike generic copy machines that only duplicate your documents, Brother's Monochrome All-in-One Wireless Laser Printer can do more than that.

This compact powerhouse can print 36 pages every minute, with a copy resolution of 600x600 dpi. It has a 50-sheet automatic document feeder and comes with a single pass, dual-sided copying and scanning functionality that saves time.

The 250-page tray capacity laser printer also offers multi-page scan, copy, and fax capabilities providing a complete printing solution for the small office.

The Brother monochrome laser printer comes with an array of features that takes the weight off your shoulders. Gone are the days of standing in a queue, waiting to get your printouts. With this machine, you can wirelessly send your printing tasks from your PC or smartphones and tablets.

This model also supports NFC. If you have an NFC-enabled smart device, you can easily establish a wireless connection between the two devices. An NFC connection allows you to directly print from your smartphones. This feature is a convenient way to get your printing jobs done.

This is a great solution for avid users of cloud-based services such as Dropbox or Google Drive. Using the 2.7" color touchscreen, you can easily navigate to print or scan documents that are stored in the cloud.

The printer also comes with a Scan-to-Office app that is built into the machine. With this feature, you can easily create an editable word, excel, PowerPoint files from a scanned hard copy document. This allows you to create a digital document where you can add or remove JPEG images or fix any errors in the text.

Highlighted Features:

  • Fast printing speeds up to 36ppm.
  • Features single-pass dual-sided copying and scanning.
  • Wireless printing functionality and NFC.
  • 2.7-inch color touchscreen provides easy navigation.
  • 250-sheet capacity paper tray.

2. HP OfficeJet Pro 9015 All-in-One Wireless Printer

If you are searching for a printer that enhances the productivity of your business, then the HP OfficeJet Pro 9015 All-in-One Wireless Printer might just be exactly what you are looking for.

The HP 9015 prints at approximately 22 ppm, with a maximum print resolution of 1200 PPI. It features a 35-page auto feeder and 250 capacity paper tray which allows you to refill the trayless frequently. Furthermore, the two-sided print, copy, and scan is a useful feature that saves time and resourceful papers. You can also fax documents with ease.

The printer can be connected to a network in multiple ways. Apart from ethernet, you can wirelessly connect the printer to your network and print on the go.

One of the highlights of the printer is the use of HP’s smart task. If you have a document that needs to be printed, simply scan it with HP’s smart app from your mobile device. The app will generate a digital document of the scan, where the contents such as text or images could be edited and printed at your convenience.

Using the HP smart app, you will constantly get notifications from your printer after a given task has been completed. You will instantly know when your copied documents are ready for collection. This makes it one of the best commercial copiers on the market.

The control panel of the printer comes in the form of a 2.7" color touch screen. The smooth navigation allows your desired options, without the use of any physical buttons. Any printing actions can also be performed via HP's embedded web server. This gives you another way to control the machine remotely.

Highlighted Features:

  • 35-page auto-duplexing ADF for quick scanning.
  • 2.7-inch color touchscreen makes navigation easy.
  • 250-page capacity paper tray.
  • Excellent wireless connectivity options.
  • Print and scan remotely using the HP Smart app.

3. Brother Compact Monochrome Laser Printer, HLL2390DW

When it comes to office copiers, Brother Products offer solutions that best fit your needs. It is a brand that can be relied on during demanding situations. The Brother Compact Monochrome Laser Printer delivers the performance and reliability needed for a small busy office space or home use.

The brother HL-L2390DW is equipped with a flatbed scan glass that makes scanning and copying prints easy. With printing speeds reaching up to 32ppm, printouts can be produced in no time. It also has a large 250-sheet capacity tray so you don't have to worry about refilling frequently.

Operations such as configuring the printer, establishing a connection to your smart device, and other tasks such as printing from cloud-based sites are done via a non-touch display. The physical buttons include all options required to operate the printer.

The automatic duplex printing helps to cut paper costs, as you are utilizing both sides of the paper. It also saves time and effort as you don't have to flip the page manually for printing the other side.

As this monochrome laser printer does not support ethernet, it has to be connected via WiFi or WiFi direct. Simply connect your mobile device to the machine and send print jobs on the go. You can also use this with your workstation by connecting via the printer's USB interface.

Apart from letter-sized papers, the manual feed slot allows printing on various paper types such as envelope and card stocks. This makes the HLL2390DW versatile, and the high-quality prints will surely create an impression.

The compact size takes less space on your table, suitable for small offices. It is also inexpensive and easy to operate. The HLL2390DW is a great entry-level laser printer that gets the work done.

Highlighted Features:

  • Flatbed scan glass makes copying and scanning easy.
  • Printing speeds reach 32 ppm.
  • Dual-sided printing saves paper and time.
  • Various wireless connection types add versatility.
  • Compact shape fits in small spaces.

4. HP LaserJet Pro M426fdw All-in-One Wireless Laser Printer

The HP LaserJet Pro is designed to offer print, copy, scan, and fax functionalities. It is also the smallest yet fastest in its class.

It has a 50-sheet automatic document feeder and has a print speed of up to 40ppm. This wireless printer is incredibly quick with its first page print time of 5.4 seconds. The printer also accommodates 350 pages in its tray, which is a generous amount for a printer this size. The laser printer hosts a variety of features that makes your daily printing tasks a breeze.

With this printer, you can scan both sides of a double-sided document in one pass. The duplex printing feature saves time and paper by printing on both sides of the document. It also supports multiple paper types, making it versatile.

Stay connected using the ethernet or send printing jobs over WiFi or WiFi Direct via your mobile device. It also supports NFC which allows you to print directly from your smartphone to the printer with a single tap. It also has a USB port that lets you print documents from a Pendrive. The different ways of connectivity ensure you never miss any printouts.

The printer features an easy slide-off glass. The lack of raised edges in the glass allows the documents that are scanned to easily slide out. Once the scan is completed, you can send the digital document to multiple destinations such as email, USB, or cloud-based services.

The operations of the printer are controlled via a 3” color touchscreen. With smooth navigation, you can easily control various functions of the printer. This makes the HP M426fdw the best copier for office use.

With Amazon Dash Replenishment, you don't have to worry about your ink volumes. The printer measures the amount of ink left on the toner. If the ink levels are low, the device automatically reorders toner cartridges from amazon. This ensures that you keep your work flowing.

Highlighted Features:

  • Prints at 40ppm with the first page print of 5.6 seconds.
  • has a Page capacity of 350-sheets.
  • Features a single pass 2-sided auto document feeder.
  • 3” color touchscreen with smooth navigation.
  • Multiple wireless connectivity options including NFC

5. HP Laserjet Pro M148fdw

Printing documents can get expensive over time, especially when a document contains colored images or graphics. If you are only concerned with black and white colors than the HP LaserJet Po M148fdw is an ideal option that will satisfy your printing needs.

This wireless monochrome all-in-one duplex printer provides exceptional value for money. It has all the functionalities of a modern LaserJet such as print, scan, copy, and fax. When it comes to quality, this printer does not disappoint. It consistently delivers high standard performance, essential for a busy office.

The multifunctional printer supports dual-sided printing, reaching speeds of up to 30 pages per minute. The automatic document feeder allows you to stack 35-page for scanning. Furthermore, it also has a decent-sized page tray that can accommodate up to 250 pages.

The wireless functionality allows you to connect with your smartphones, laptops, or tablets via a network. You can also establish a connection with the printer using WiFi Direct. With this feature, you can seamlessly get your work done by sending jobs to your printer on the go.

Using the HP smart app, you can utilize cloud-based services such as DropBox or Google Drive to print or scan documents. Another perk of using the app is that it views the ink levels.

This comes in handy, as it gives you time to order a replacement toner before the ink runs out. This ensures that you get a smooth, uninterrupted workflow.

Tell your printer what to do using the voice-activated printing feature. Go hands-free with your printing jobs as a machine supports a range of virtual assistants. Use Alexa, Google Assistant, or Cortana to your advantage and get your done. All you have to do is ask!

Highlighted Features:

  • ADF allows you to stack 50 pages for fast scanning.
  • Features a high 250-page input tray.
  • Printing speeds reach up to 30ppm.
  • Supports easy to use voice-activated printing.
  • Consists of both ethernet and wireless connectivity.

6. Canon Office and Business MB2720 Wireless All-in-one Printer

The Canon Maxify MB2720 is an all-in-one wireless printer, designed to power through your printing needs.

The small and compact printer consists of two sheet trays that hold 500 sheets. This makes refilling the trays less frequent and saves time. It has all the core features that make a modern copier such as print, copy, scan, and fax. It also supports Pendrive, which allows you to print from, or scan to any USB device.

Equipped with an automatic duplexer, that allows prints on both sides of the paper. With a peak monthly duty cycle of 20,000 pages, this printer can handle high-level workloads with ease. The 3.0" touchscreen easy to use and navigate.

The automatic document feeder can hold up to 50 sheets which can scan various types of documents. Printing speeds for black and white documents can reach up to 24ipm. For colored documents, this speed is approximately 15.5ipm. The quick first print averages at 6 seconds.

There are various ways you can print your document. The built-in WiFi connects all devices. You can easily print from any iOS device using AirPrint. If you have an Android device, print using Mopria. You can utilize canons app as well.

You can also access Maxify Cloud Link. This lets you print pictures directly from cloud-based services such as Evernote, Google Drive, Dropbox and more. Scanning documents directly to these cloud-based platforms are also easy to achieve. Google drive is also supported which allows you to send documents from your computer.

Aside from the wireless connectivity, the printer can also be connected using an ethernet. This is useful if want to use it as a personal copy machine connected to your PC.

The management information Base also allows you to keep an eye on the ink levels and paper volume remotely by constantly monitoring them. It also sends printer notifications when an event occurs.

Highlighted features:

  • Two paper cassettes that hold 500 sheets in total.
  • Easy to operate 3.0” touchscreen.
  • Supports the use of cloud-based services.
  • Printing speeds reach to 24ipm.
  • High monthly duty cycle of 20,000 pages.

7. Canon imageCLASS MF236n All in One, Mobile Ready Printer

The Canon imageCLASS MF236n is an all-in-one printer designed for low volume output. It is an entry-level printer that is ideal for small offices that require low amounts of scanning, copying, and printing. Its affordable price tag comes with some drawbacks.

 It lacks duplex printing and scanning, which means only one side of the paper is utilized. The absence of wireless connectivity restricts you from operating the printer remotely. This means you have to use the printer via the onboard control panel.

It has a paper cassette with a capacity of 250 sheets. The printer also features an automatic document feeder that can stack approximately 35 sheets, and a convenient 1-sheet multipurpose tray that can hold envelopes and other types of papers. With printing speeds of 24 ppm and a first-page printing speed of 6 seconds, it is fast for an entry-level printer.

The control panel of the MF236n has a 6-line tilt able monochrome LCD touch display along with 10 physical buttons for easy navigation and input.

The machine has to be hardwired via ethernet, as it doesn't have any wireless connectivity options such as WiFi, WiFi Direct, Bluetooth, etc. You can use the ethernet connection to access cloud-based services such as Google Cloud Print, Mopria, Apple AirPrint, and Canon PRINT business.

The Canon imageCLASS MF236n is also power efficient. The Energy-saving mode allows the printer to consume a measly 1.3W. Without a doubt, the MF236n is one best office copier available.

Highlighted Features:

  • 35-sheet ADF for fast scanning.
  • 6-line tiltable touch LCD panel.
  • Paper cassettes have a capacity of 250 sheets.
  • Great print speed of 24ppm.
  • Supports a wide range of wireless connectivity options.

8. Canon Color imageCLASS MF733Cdw

The Canon Color imageCLASS MF733Cdw is a printer that combines quality and performance, making it ideal for commercial usage.

Featuring a single pass duplex feature, you will be able to print and scan both sides of the paper. This saves time and money as you don't have to feed the same paper twice through the system as well as useless paper. It is fast as well. The machine is capable of delivering 28 pages per minute, with the first page taking as low as 9 seconds to print.

The automatic document feeder supports up to 50 sheets. It also features an expandable paper capacity of up to 850 sheets. The generous capacity means you have to refill the trayless frequently, saving you time.

The MF733Cdw has excellent mobile printing capabilities. It has built-in WiFi-direct that allows you to connect your mobile device to the printer without the use of routers. It can also be connected with any NFC supported device.

Printing jobs can also be sent via mobile applications. It supports AirPrint for Apple devices such as iPhones and iPads. For android users, tasks can be sent via Google Cloud Print. Another convenient way is to use the Canon Print Business app.

The control panel of the MF733Cdw comes in the form of a large user-friendly touch screen. You can also connect a flash drive and utilize the display to print documents from it. Scanned files can also be sent to the flash drive without any hassle.

Canon's imageCLASS MF733Cdw delivers standout performance and reliability. The 3-year limited warranty assures your machine last for a long time.

Highlighted features:

  • Delivers up to 28 ppm.
  • 50-sheet ADF and a page tray capacity of 850 pages.
  • Comes with a 3-year limited warranty.
  • Supports multiple mobile applications for printing.
  • Large touchscreen control panel for easy navigation.

9. Brother Monochrome Laser Printer, Multifunction Printer, MFC-L5800DW

If you are looking for an all-in-one monochrome printer that can handle small to medium workload efficiently, then Brother MFC-L5800DW is a great option to consider.

One of the many interesting features of this printer is the automatic document feeder. The ADF has a large capacity of 70 sheets. This means you can leave the printer unattended for a long time.

The ADF, however, is not duplexing. To print on both sides of the paper, you need to manually turn the paper over and reinsert it. This won't be much of a problem if you are not concerned about double-sided printing. Underneath the ADF, you will find a 3.7-inch screen that cast as a control panel for the printer.

The printer consists of a 250-sheet capacity paper tray. It also has a 50-sheet capacity multipurpose tray that can be used to store different types of paper such as envelopes, card stocks, and labels. If that is not sufficient, you can purchase an additional 250 or 520 capacity drawers and upgrade up to 1340 sheets.

The MFC-L5800DW is blazing fast with printing and copying speeds reaching up to 42 ppm. It also has a first page out time of 7.2 seconds. This helps in increasing your workflow.

You can pair the printer with your laptop or smartphones in multiple ways. You could hardwire the printer using an ethernet cable, or connect it wirelessly via WiFi or the built-in WiFi direct. Printing from and scanning to USB drives is also convenient as the port is situated right in front of the printer.

It is also compatible with apps such as Google Cloud Print 2.0, Apple's AirPrint, Mopria and more. The machine can also scan to and print from cloud-based services such as DropBox and Google Drive.

Highlighted Features:

  • It comes with a 70-page auto document feeder.
  • 250-page sheet capacity tray with upgrading options.
  • Fast printing and copying speeds reaching 42ppm.
  • Large 3.7” touch screen for easy navigation.
  • Supports a wide range of cloud storage sites.

10. Brother Business Color Laser Printer, HL-L8360CDWT

The Brother HL-L8360CDWT is a color laser printer that delivers excellent printing performance at a relatively low running cost.

When it comes to printing, the HL-L8360CDWT is exceptionally fast. It prints at approximately 33 pages per minute for both colored and monochrome pages. This increases the workflow and boosts the productivity of your office. It features a duplex automatic document feeder, which helps scan and print both sides of the document.

Depending on your usage, you might want to increase the sheet capacity of the machine. By default, the printer has a 250 and 500-sheet capacity cassettes. It also has a 50-sheet multipurpose tray for different paper media. If needed you can increase the overall number to 1,050 sheets by upgrading the cassettes.

The printer can be connected via WiFi or WiFi Direct. It can also be hardwired using the ethernet cable. Furthermore, the printer can also be connected to various cloud-based sites. Using the 2.7-inch display, you can smoothly navigate and print documents from DropBox or Google Drive.

Files can also be accessed from a Pendrive via a port located on the right-hand side of the printer chassis.

It is equipped with the latest security features. It has a secure lock that restricts users from accessing certain features. Other security measures include the use of secure print that makes sensitive documents accessible only when the correct PIN is entered. The built-in NFC badge reader authenticates the user accessing the printer.

Highlighted Features:

  • Reaches print speeds of 33ppm.
  • Upgradable paper trays hold up to 1,050 sheets.
  • Features a large 2.7” touchscreen.
  • NFC card reader feature for badge authentication.
  • Supports various mobile printing methods.

11. Epson Expression ET-3700 EcoTank Wireless Color All-in-One Supertank Printer

So, We are on the last candidate of our best office copier list. Epson Expression ET-3700 is a printer packed with unique features. One of the highlights of this printer is that it doesn't require standard cartridges or toners like most copiers do. The reservoirs that are inside the printer is refilled using ink bottles that are easy to use.

The printer has a page capacity of 150 pages which is sufficient for home use or a small office. The print speed averages at about 15ppm black and 8ppm for colored documents. It can print on both sides of the page. This reduces paper wastage. It can also print in a borderless 8.5" x 11", which covers almost the entire page.

In terms of connectivity, the Epson ET-3700 supports both WiFi and WiFi Direct. It also has an ethernet port that allows you to hardwire your PC to the printer.

The printer is also compatible with various apps. Epson has their applications that make printing and scanning various documents easy. This allows you to remotely interact with the machine and send printing tasks from a distance.

The control panel of the Epson ET-3700 is a large 2.4” LCD screen. The navigation buttons are properly spaced and sized for accurate inputs. This makes the printer easier to operate. Also, the compact size makes this one of the best small office copiers in the market.

The Epson ET-3700 package offers incredible page yield. It comes with a two-year worth of ink supplies which can print about 11200 pages, which is equivalent to approximately 30 standard ink cartridges. The use of ink bottles minimizes ink costs to up to 80%. This makes it a great value for money.

Highlighted Features:

  • Cartridge-free printer supplied with 2-year worth of ink.
  • Printer reaches a speed of 15ppm.
  • 2.4” LCD screen for navigation.
  • High yielding package prints up to 11,200 pages.
  • Can print borderless 8.5" x 11" documents.

12. HP Laserjet Pro M521dn All-in-One Laser Printer

The HP Laserjet Pro M521dn is a beast of a laser printer when it comes to output. With 75,000 pages per month duty cycle, it is designed for heavy workloads. It is also fast with printing speeds reaching up to 42ppm. This makes high volume printouts an easy job.

This monochrome machine is loaded with useful features. It consists of a single pass, 2-sided automatic document feeder that can quickly scan up to 50 pages. It has all the functionalities of a modern copier such as fax, copy, scan, and print.

The printer has a generous sheet capacity. The paper cassette can hold up to 500 sheets. It also consists of a multipurpose tray that stores 100 sheets. The 600-sheet capacity should be sufficient for office use. However, the capacity can be upgraded by adding another 500-sheet drawer.

It has a 3.5" colored touch screen which functions as a control panel for the printer. The large screen and the well-designed menu make navigation and accessing files easy.

The HP M521dn supports USB devices. You can easily print documents from pen drives and scan paper originals and send the digital files to it.

When it comes to connectivity, the HP M521dn lacks wireless features such as WiFi or Bluetooth. It needs to be connected via ethernet. However, the printer supports ePrint, which allows you to connect the machine to your smartphone, tablet, or laptop.

It also comes with Amazon Dash replacement. If the printer detects low ink volume, it automatically sends smart reorders for new toners. This makes sure that your work is always productive.

Highlighted Features:

  • Incredible printing speeds of 42ppm.
  • 2-sided ADF that can scan 50 pages.
  • Large upgradable paper cassettes that can store 1,100 sheets.
  • Features a 3.5” colored touchscreen as a control panel.
  • A high monthly duty cycle of 75,000 pages.

Things To Consider Before Buying Copier Machine for Office Use

Colored vs Black and White copiers

The cost of operating Black and white printers is typically less than their colored counterparts. If your company requires monochrome printing documents, then going for black and white printers will save you some money. This is because these copiers only use black ink cartridges.

If the document you are printing consists of colored images or graphics, then you don't have much of an option rather than buying a colored copier.

Image Quality 

If your printed documents consist of a large volume of graphics, you would want a printer that delivers standout image quality. Many factors affect image quality. The printers DPI, or dots per inch is something to look out for. The higher the DPI, the more accurately it can replicate pixels from an image.

Copier Speed

The speed at which printers copy is usually rated in PPM. The PPM determines for many copies can be achieved by the printer every minute. If you are going to print in bulk, it is essential to know the rate at which copies can be produced. This will determine how fast you can get your work done.

Wireless Connectivity

There are various ways you can connect the printer. This is important as it allows you to print remotely. The more connectivity options the printer has, the better. Almost all of them support Wi-Fi, Wi-Fi direct and Ethernet. Some printers come with NFC which lets you pair your NFC supported smartphone to pair with the printer.

There is increased support of Apple's Airprint and Google Cloud Print with printers. This helps users who have iOS and Android devices. The more ways to connect, the more it is convenient for the users. It also helps to increase the productivity of a business and streamlines the process.

How To Use An Office Copier?

Office copier may seem like complex machines, but operating them isn't rocket science. Their features vary with newer models; however, the core functionalities remain unchanged. Most office copiers are designed to copy, print, scan, and fax. Below are the steps of using an office copier.

Turning On The Copier

As with most electronics, the copier has to be turned on first. Before that, check if the power cable is attached to the power outlet. After that switch on the machine by pressing the power button.

Most copiers these days come with a ‘Sleep’ mode, which causes the copier to be inactive. This is done to conserve power when the copier is not in use. Pressing any button on the control panel usually ‘wakes’ the copier up.

Insert Sheets In The Tray

Depending on the capacity of the printer, place the sheets in the tray. The tray is usually located on the bottom section of the printer. Be sure to know the number of pages to insert, as overfilling the tray may cause paper jamming issues.

Place The Original Document On The Copier

When a document is copied, it is first scanned by the machine. Depending on the type of printer, the scan is either done by feeding the original document in the automatic document feeder tray, or by placing the original sheet in a flatbed scanner.

If your copier has a flatbed scanner, you need to lift the hinged door and place the document that needs to be copied on a glass panel, and then close the door. For the copiers that have flatbed scanners, the documents need to be manually inserted one at a time.

If your copier has an ADS or automatic document feeder tray, then place the stack of the original documents, and the machine will automatically scan each sheet one by one. Printers with ADS trays scan much quicker as you don't have to manually insert one document at a time.

Configure The Copy Options

Once the original documents are properly loaded, use the control panel to determine the number of copies you want. Some printers with advanced features allow you to configure different settings such as resizing the document or adjusting the color.

Start The Copying Process

 Once you have adjusted the settings according to your specifications, the last step is to press the copy button. If your printers control panel consists of physical buttons, the ‘Copy' button may also be labeled as ‘Start'. Both of which are typically green in color.

Take Care And Maintenance Tips For Your Copier Machine

Even the best copier for office use needs proper care to function all year long. Below are some of the tips that ensure your printer is always in correct working order.


Positioning is one of those things that is often overlooked. It is important to place the copier in an area where it can be easily operated by users. Placing the copier on tight spaces may make maintenance such as replacing the ink cartridge or toner difficult. You should also try not to keep it near air conditioners or heaters.

Ink And Toner

The quality of the toner, even the paper used contributes to copier's longevity. To minimize any toner related problems, use the toner that is supplied by your printer manufacturer. They usually have a list of compatible toners for you to choose from.

Paper Loading

An incorrectly placed paper may cause jamming issues. When you load paper into the machine, make sure they are not folded. If your printer comes with paper guides, use them to correctly position the papers.


Just like any other office equipment, copiers get dirty due to frequent usage. It usually accumulates dust, which also reaches the internals of the copier. Accumulated dust causes jamming issues, which may damage intricate components of the printer.

One of the easiest ways to clean the copier is to use a fine-haired paintbrush and gently brush off the dirt. Make sure to clean the paper tray and the cartridge bay as well. To clean the glass, use a non-abrasive lint-free cloth with a good glass cleaner and gently clean the surface.

Scheduled Maintenance 

Frequent maintenance is crucial for the copier's longevity. Copiers are one of the most heavily used equipment in the office. As it consists of physical parts that are constantly in motion, they may gradually wear out over time. This may decrease the performance of a copier.

Maintenance procedures are usually carried out by experts. They can accurately inspect any defects and service your machine. Proper maintenance ensures that your copier is in the right working order.

Frequently Asked Questions About Office Copiers

1. What Type Of Papers Can Be Used On A Copier?

Most copiers can handle various paper sizes and types. Apart from the standard A4 sizes, A3 and A5 can also be used. Copiers have a multipurpose paper tray that holds these sheets. As for types, envelopes, Card stocks, labels, etc. can be used on a copier.

2. What Is Duplex Printing?

Copiers with a duplex printing feature allow you to print on both sides of the paper. Printers with this feature come with a duplex unit, which automatically flips the paper after the first side is printed. This feature saves costs as your paper usage is halved. Copier manufacturers adopt this feature as it has positive environmental benefits.

3. What Are The Common Ways A Copier Breaks Down?

Copiers can breakdown in multiple different ways. One of them is jamming. Jamming may occur if the papers are not correctly positioned in the paper feeder. It may also occur if the pages are folded in any way. Furthermore, dust accumulated over time may jam the internal components causing a breakdown.

Breakdowns may also be caused by toner or cartridge related issues. This may be caused due to a malfunctioning cartridge. Incompatibility problems may occur if you use a third-party toner. It is always recommended to use a toner supplied by your printer manufacturer.

If you detect strange marks on the printed documents, like lines on paper, then there might be a problem with your printer. This is primarily caused when a foreign substance gets in the scanner glass. It can also be caused due to the drum unit, or the drum-blade malfunctions. Either way servicing the copier will get rid of the issues.

4. What Are The Ways You Can Connect Your Printer?

Depending on the printer, there are usually many ways to connect. While some can be connected via the Ethernet and Wi-Fi, others can be connected using Wi-Fi Direct and Bluetooth. The use of Wi-Fi Direct and Bluetooth doesn't require a router.

5. Will The Use Of Third-Party Toners Void The Printer Warranty?

Using the third party, or remanufactured cartridges will not void the printer's warranty. However, to minimize any cartridge related issues, it is better to use the toners or cartridges supplied by the printer manufacturer.

6. What Should I Look For In A Copier For Large Outputs?  

For large outputs, look for a copier that has a high ppm rating. The speed at which the machine prints are determined by ‘page per minute' or ppm. A higher ppm will result in greater output. This is ideal for large offices, which will allow your workflow to run smoothly.

7. Do Monochrome Printers Save Printing Costs?

Saving printing costs varies between different brands and copier models. However, monochrome copiers are generally less pricey than their colored counterparts.

This is because black toners are cheaper than their colored variants. Checking the office copier reviews for a particular product will save your time, and probably cost in the long run.

8. Can I Produce Digital Documents Using An Office Copier?

Yes, you can. Most modern office copiers can be used to scan paper originals and generate digital documents. You can also select whether you want a PDF or DOC file. Office copiers also can send files via email.

Final Words

Office copiers have come a long way over the decades. These days most office copiers come with advanced features and functionalities that make printing-related tasks a bit easier.

You need to identify the key aspects when looking for the best office copiers and how it will help increase the productivity of your office. The elements you should emphasize on are speed, capacity, connectivity features, and operating costs. Nailing the requirements will not only benefit you but every user of the device.

Whether you are a two-man startup, or you own a business, the product on this list is for anyone who wants to increase workflow efficiency of their office. We hope this comprehensive guide helps you to pick the ideal product that suits your office needs.