Before you start researching color printers, take a few minutes to understand exactly what type of documents you’ll be printing and your likely print volume.

The first consideration is what you’ll be printing. What software packages will you be using – mostly Microsoft Word and PowerPoint, or graphics programs like Adobe Illustrator and Photoshop? Will you be printing presentations, marketing collateral, charts, photos, posters, flyers, checks, etc.?

These factors will influence the quality printer you need. Some types of printing will have a bigger impact than others: banners or other oversized documents require very specific capabilities. If you need to print on heavy stock or transparencies, that’s important to know as well.

One very specific use of color printers is pre-press – creating high-quality printouts of work that you’ll be sending to a print shop. This is quite a bit more demanding than most types of business printing, since it demands exact color reproduction and very high quality. For pre-press work, you will have to upgrade to a considerably higher-end printer.

Print volume is another important factor. Business color printers are rated according to their monthly print volume, so you’ll need a good estimate of your expected activity. Make sure you include any printing your office currently does at the local copy shop in your estimation, plus 10% to 25% to account for increased usage due to increased availability.

You also need to know a little bit about your computing setup. If your design staff uses Macintosh computers, that will affect your printer purchase decision, as will the type of network you’re using.