Print, copy, fax, scan. Most offices conduct most of these activities every day. Multifunction printers, also known as all-in-one devices or multifunction devices, can now perform them better than ever.

What will you find in the market these days? Better output quality, better design, and improved features. The bottom line is that getting a multifunction unit no longer means you need to make substantial tradeoffs when opting for one unit versus four pieces of equipment.

Useful features to look for include models that offer large paper trays that can save in annoying trips to the printer to restock the tray. Legal-sized paper handling can be a real bonus for some offices. I am also a fan of the bypass tray for printing on labels and thicker sheets of paper. And duplex printing can be useful for those who like to save trees.

You still need to shop carefully, though, as some features still fall short in reality. For example, reported copy and print speeds tend to be quite exaggerated. It is better to use those speeds as a way to group models together than as a gauge for the performance you can expect.

To ensure satisfaction, pay attention to how a feature is implemented. Some models offer faxing but do not come equipped with an automatic document feeder, which means that multiple page faxes need to be sent with a person shepherding them through. This effectively renders them useless for faxing in the office setting.

Similarly, if multiple computers need to access the printer, you will need to find one that is network-ready. Companies that require proof-quality printing may also need a PostScript-ready multifunction printer.

When shopping, focusing on obtaining the lowest-priced unit can be a shortsighted strategy . To really save money, also take the time to compare ink costs. All-in-one devices that use separate ink cartridges for each color will be more cost-effective. In addition, toner where the printhead is sold separately from the cartridge will also be less costly long-term. While saving two cents per page may not sound much, if your company goes through just one ream of paper each month, you can save $120 in just one year.

If the unit will be used by more than one person, buy one that is more hefty than you might typically purchase. The use and abuse these models can receive in a busy office often results in frequent trips to the repair shop if you buy a personal all-in-one device.

Prices for multifunction devices range from a few hundred to several thousand dollars. Low-end equipment can typically be found at office supply and computer stores, with post-purchase support being phone or email based. More robust, mid- and high-range equipment can be found at office equipment dealers. Support typically reflects the higher price point, with in-person service available. Save on space and money, but do not skimp on the features or the performance you need.