If you're the market for a new printer, it's in your best interest to look beyond a machine that simply prints. The latest products go beyond the basics to also serve as copiers, scanners, and fax machines.

 

Often referred to as MFMs (multifunction machines), MFPs (multifunction printers) or AIOs (all-in-ones), these combination printers/copiers/scanners/fax marvels have become a fixture in the home and the office of real estate professionals. 

 

Many practitioners first turn to an MFM because it takes up less space, then quickly discover it lives up to its multi-tasking moniker. This comprehensive Buyer's Guide will help you find a printer that best meets your needs and budget.

 

• Inkjet or Laser?
• Shopping Tips: What to Look For
• Real-Life Stories: Most Important Features
• Ink-Saving Tips
• Product Guide: Multifunction Printers

 

Inkjet or Laser?

 

The biggest question you'll face when shopping for an MFM is whether to go with an inkjet or laser model. For the economy-minded, basic inkjet MFMs now start under $100, but the best inkjets and entry-level laser models are both available for less than $500.

 

Inkjet: Pros

• Inexpensive to buy. Purchase price of inkjets is relatively inexpensive.
• Versatile. You can print on a variety of media with inkjet MFMs, which are also optimized for color photo printing.
• Compact. Even an MFM can easily fit on a typical desktop.

 

 

Inkjet: Cons

• Expensive to run. The cost of ink cartridges, which need to be frequently replaced, adds significantly to the cost of ownership.
• Slow. Compared to laser printers, inkjets lag, especially when producing full-color documents.
• Durability in question. Prints can smear or smudge, particularly if wet.

 

 

Laser: Pros

• Speed and high quality. Produces consistent results no matter what you're printing.
• Quiet. Lasers won't be as distracting in an office setting.
• Heavy volumes. Laser printers are designed to accommodate big workloads.
• Economical. They can be less expensive to run since toner cartridges need to be replaced less frequently.

 

 

Laser: Cons

• Purchase price. Though prices have fallen, a color laser MFM costs quite a bit more than an inkjet.
• Bulky. A laser model may claim its own corner of the office.
• Paper. You have more media choices when you print with an inkjet.

 

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Shopping Tips: What to Look For

 

When you buy a printer, there's much more to consider than you may think. Here are some comparison points:

 

Core functions. At the very least make sure the printer provides printing/copy functions. Some units add a true fax; on others the fax function may actually require connection to a PC for faxing over the Internet. Photo printing direct from a media card is a welcome feature when printing pictures of listings.

 

Speed and resolution. Print speed is expressed in pages per minute (ppm) while print resolution is defined in dots per inch (dpi). With laser units, these numbers are fairly straightforward. For inkjets, however, they can be somewhat misleading: manufactures tend to cite the fastest print speed, usually in draft mode, while citing the highest print quality, usually attained only at the slowest print speed.

 

Copy/scan area. For real estate, a scanning flatbed area larger than the standard 8-1/2 x 11 sheet of paper area may be a one-time saving feature worth the extra cost. You routinely work with oversized legal documents, plats, and maps. With a larger flatbed scanning area, you'll be able to capture what you need in one scan rather than having to recombine two or more files later.

 

Duplex printing. Duplex or two-sided printing saves time and effort and ensures the front and back of documents and brochures are always correctly aligned.

 

Automatic document feeder. If you envision using the MFM for a lot of scanning, copying or faxing, look for an automatic document feeder. Simply load your originals into the feeder tray, and turn your attention to something else.           

 

“Scan-to” functions. Scanning a document directly to e-mail, PDF, or an FTP server offer time and work saving conveniences. If you use any of these to distribute documents, you’ll like the added convenience.

 

Duty cycle. As you move to higher capacity MFMs for the workgroup, you’ll see work cycle specifications. These indicate the recommended monthly workload for that particular system.

 

Warranty and service contract. You want at least a one-year warranty on parts and labor for repairs. A service contract is often required and recommended for any workgroup unit. It’s not enough to know repairs will be covered: see if the manufacturer will provide a replacement unit if there’s a breakdown and if your system has to be shipped off for repairs.

 

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Real-Life Examples: 'The Most Important Feature for Me'

 

Compact Design. George Magdanz, CRES, sales associate with Executive Realty Group in Bloomingdale, Ill., is using his second generation MFM with Canon’s Pixma MX850 inkjet. “Space is the biggest issue in my home office,” he says. Magdanz uses the printer for contracts and letters, color flyers, and newsletters. He likes having separate ink cartridges for each color, so he only has to replace individual cartridges as each runs out. Magdanz stepped up to the Canon hoping for better copies than his old MFM. “The colors still aren't as bright as I’d like,” he says. So, he’s already thinking his next purchase. “My next will be a laser unit.”

 

Flexibility. Susie Schumm, sales associate with The AgentOwned Realty Company, Mt. Pleasant, S.C., relies on a Lexmark all-in-one for business. “I use it for printing letters, CMAs, and listing presentations for clients,” she says. “It’s also been good for scanning, faxing, and scanning to PDFs.” However, she’s been disappointed at the unit’s inability to handle two-sided printing and the frequency and expense of replacing ink cartridges. Her recommendation: a Brother MFM with automatic duplex printing, Wi-Fi, and Bluetooth wireless support. “After using this laser unit and seeing the results I am totally hooked that it’s what I need next,” she says.

 

Time Saver. After literally wearing out the Hewlett Packard MFM that had served so well for seven years, Betty Baker, ABR®, with ColdWell Banker United REALTOR®, Spring, Texas, went back to the source. "I wanted something similar to the HP I was already using and have been very pleased with my choice,” she says. The HP OfficeJet J6480 she bought this summer for her home office cost less, takes up less space, yet gives her extras like duplex printing, an automatic document feeder, photo printing, and longer lasting ink cartridges. “I use it to scan as much as I print, and that saves a great amount of time,” Baker says. “I can scan an offer to e-mail and get it right to the listing agent, or scan documents to my MyFax.com account and send them back and forth that way. It’s everything I need.”

 

Just One Won't Do. At the office, Dave Anderegg, sales associate, Chapman, Richards & Associates, Salt Lake City, has a pair of networked Sharp and HP laser MFMs at his disposal; back home there’s an HP inkjet sitting on his desktop. He uses them all. “Ninety-nine percent of my printing and copying is done at the office,” Anderegg says. “I use the inkjet at home when something comes up and I have to run out to a client and need to run off a CMA or flyer for a listing presentation.” On the other hand, the MFMs at work give him choices when scanning or copying documents, he says. “I can have something saved as a PDF, or sent directly to e-mail," Anderegg says. "I’ve got fax capabilities, too, but e-mail is becoming a more common way to share documents.”

 

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Tips for Cutting the Cost of Ink

 

At first glance, an MFM often seems to be an unbelievable bargain. But buyer beware: the real cost is in the ink or toner. Over the useful life of the machine, you’ll spend more on ink or toner than you’ll invest in the hardware. So here's how you can take into account that ongoing expense when comparing systems so you'll have no surprises later on:

 

• Check the cost of OEM (original equipment manufacturer) inks and toners. Most provide an estimated number of pages per cartridge. It’s usually an optimistic projection, based on as little as 5 percent coverage of a page. When printing marketing materials you’ll want rich color saturation, often on both sides of a page. That takes a lot of ink or toner. So, you won’t entirely know the useful life of a cartridge until you’ve done a lot of your printing or copying.

 

• Shop for individual printer cartridges. One way to economize: buy a unit with individual cartridges for black and each of the primary colors. When one color runs out, you only replace that cartridge.

 

• Look online for replacement cartridges from aftermarket suppliers. Most offer refilled, recycled cartridges at significant savings. Print results can vary so be sure to check customer testimonials and reviews before you buy.

 

• Try do-it-yourself refill kits. If you really want to save, look into do-it-yourself ink or toner refill kits for the specific cartridges that MFM requires. Some sources: InkketCartridges.com, Atlantic Inkjet, Toner Cartridge Depot. Also, review instructions on the refill process, also posted online by companies like PrintCountry or TonerRefillKits.

 

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