The terms get used interchangeably, but a "printer" and a "multifunction device" (MFD or MFP) are different beasts — and choosing the wrong one wastes money on either side. Here's how to tell them apart and decide which makes sense for your office.

What's a printer?

In the strict sense, a printer just prints. You send a document from your computer or phone, and pages come out. That's it. They tend to be smaller, cheaper, and designed for one or a few users — typical examples are a desktop laser like the Canon i-SENSYS or HP LaserJet, sitting on a shelf in a small office.

Modern desktop printers often have wireless and duplex (double-sided) printing built in, but they don't scan, copy or fax.

What's an MFD (multifunction device)?

An MFD combines printing, copying, scanning and (usually) faxing in one device. The bigger A3 floor-standing models — Canon imageRUNNER ADVANCE, Konica Minolta bizhub, Olivetti d-Color — are what most people picture when they hear "office photocopier." They're designed for shared use by a whole team, with much larger paper trays, robust feeders, network authentication, and far higher monthly volume tolerances.

The "scan to email," "scan to network folder," and "secure print release" features on a modern MFD are genuinely useful — they replace half a dozen separate workflows with a couple of touchscreen taps.

The practical differences

  • Volume. Desktop printers typically tolerate 1,000–3,000 pages per month. Office MFDs handle 10,000–100,000+.
  • Paper handling. Printers usually have one or two cassettes. MFDs have multiple, often with options for A3, large-capacity trays, and finishing (stapling, hole-punch, booklet).
  • Cost per page. MFDs are cheaper to run per page — toner cartridges are larger, and the machines are designed for sustained use. Desktop printers tend to be more expensive per page once you factor in genuine OEM toner.
  • Sharing and security. MFDs support PIN release, ID-card authentication and Active Directory integration. Desktop printers are usually shared more loosely.
  • Cost upfront. Printers from £150 to £600. MFDs from £1,500 (small A4) to £10,000+ (high-volume A3 with finishing).

Which does your office need?

Think about it as a question of shared versus personal printing.

  • 1–4 person office, low volume: a desktop printer is usually enough. A small A4 MFD might make sense if you regularly need to copy or scan.
  • 5–20 person office, mixed printing/copying: a single mid-range A3 colour MFD usually wins. Lower per-page cost, fewer suppliers to manage, and one piece of kit to maintain.
  • 20+ people, multiple departments: typically a fleet — a couple of central A3 MFDs plus a few smaller A4 devices for specific teams. This is where a managed print service starts paying for itself.
  • High-volume specialist work (marketing departments, design studios, in-house print rooms): production-class A3 with advanced colour management and finishing.

The mistake we see most often

Buying a desktop printer for an office of 15 people because it's "cheaper." Within a year you've burned through £600 of cartridges, the toner is always low, and someone is staying late to babysit a paper jam. A mid-range A3 MFD on a service contract would cost less per page and save the daily admin pain.

The opposite mistake: buying a £10,000 production-class MFD for a 5-person team. The machine is wildly under-utilised, the depreciation is brutal, and you're paying for finishing options nobody touches.

Quick decision framework

  • Print < 1,000 pages/month, 1–4 users → desktop printer
  • Print 1,000–10,000 pages/month, 5–20 users → A4 or A3 colour MFD
  • Print 10,000+ pages/month, multiple teams → fleet of MFDs + MPS
  • Need to scan to email or copy regularly → MFD, even at low volumes

If you're not sure, share your monthly volumes and team size and we'll happily spec the right setup. We have no incentive to oversell — we'd rather have a happy client for the next 30 years than an annoyed one for 12 months.

W·A·Hutton have been supplying and managing print solutions across the North of England since 1925. To find out more, call us on 0161 822 0864 or get in touch here.