Features of Business Copiers – 2020 Guide

By Dan Barraclough

Depending on the model your photocopier's features may vary. This video shows you the key parts of a photocopier.

Parts of a Photocopier

Lid – You lift the lid and place your papers on the glass to scan or photocopy documents. To ensure a straight result, align the paper to the paper size guides.

Paper Trays – This is where your printed and photocopied documents will emerge.

Operation Panel – This is where you manage all your settings for photocopying, printing and scanning such as paper sizes, colour or black and white and number of copies.

Paper Cassettes – The paper cassettes hold various sizes of paper, ready for printing. This is also where you top up paper when it runs out.

Front Cover/Toner Cartridges – Colour photocopiers hold four cartridges, yellow, magenta, cyan and black. The toners need to be replaced once in a while.

▶ Read more: Cost of copier service agreements

Photocopier Features

Additional features that may affect the rental price include:

  • Glossy printing
  • Feeder tray options
  • Collating
  • Stapling
  • Binding
  • Hole punching
  • Additional paper trays
  • Copying larger or smaller sizes of paper

Features that can replace other office equipment include:

  • Printing
  • Scanning
  • Faxing
  • PDF file transfer
  • File and document management

▶ Read more: Our guide to the benefits of renting a photocopier

Which Copier Would Best Suit My Business?

The main advantage of a copier is that it may have features which will help your business run more smoothly by reducing waste and increasing efficiency. Before choosing a copier, it is important to assess the needs of your business.

What type of copies do you need?

Having a copier with too many complicated functions could prove as problematic as a copier which does not have an essential feature that you and your business will need for day-to-day function.

Many companies will only need their copiers to do a few basic things, but these could prove to be essential for business use.

Types of Business Copiers

There are two types of copiers: analogue and digital. Digital machines are largely replacing analogue machines and will have features that the older analogue machines are unable to provide.

A digital copier can be linked to an existing network in the office, which means that you can send a document to be printed directly from your computer rather than having to feed it manually through the machine.

Being linked to an office network will also mean that documents can be stored electronically, thus minimising the need for paper storage. Copiers today have longer life spans than previous models, and many have a ‘sleep' function, which make them much more energy efficient for a business.

The ideal copier for a business will depend on the current level of photocopying output undertaken by your company.

If a company does a large amount of copying, then the copying speed of a machine will be important, for example a basic photocopier will produce 10 pages per minute and the more advanced copiers can produce up to 80 pages per minute.

▶ Now Read: A3 printer features

Multifunctional / All in one copier

These types of copier are able to print, copy, email, fax and scan and are a popular choice among many businesses. The machines can be linked to the office network and an employee is able to send, scan, fax, copy and electronically store a document from their own computer.

They are a space-saving device and will save on buying multiple components such as ink, paper, etc. These machines are best suited to small to medium sized businesses.

Other Features of a Business Copier

Automatic Feeders

A popular feature of a business copier is to have an automatic feeder. This means that rather than placing a document on the glass to copy and then replacing it with another, an automatic feeder can take up to 50 separate sheets to copy automatically.

Sorting of Documents

Many copiers have a sorting feature where it will copy documents and then sort them into their original order. Some will also include automatic stapling.

If your business regularly requires two-sided documents, then a double-sided printing feature would be useful. This means that when you feed the document into the machine, it will automatically turn the page in order to print the other side.

Reduction and Enlargement of Documents

Being able to reduce and enlarge documents is a feature which is popular with many businesses. Many copiers can enlarge documents up to 600%.

A3 Paper Size

If a business needs to produce larger documents and booklets, then this is a feature which will be useful.

Capacity of Paper Drawers

Stand alone copiers tend to have a larger paper storage capacity than smaller desk top copiers. If your business does a lot of copying, then larger storage would be a useful option to prevent having to constantly refill the paper tray.

Purchase or Lease?

There is a large market for copiers and the price range varies considerably. If a copier with many features is required, this may be expensive to buy and therefore it may be an idea consider leasing a machine, which may be more cost effective and also has the advantage of being replaced with a new model every few years.

▶ Find out more: Best photocopier suppliers

Next Steps

Now that you know what sort of copier your business needs, why not compare quotes from leading suppliers. Just fill in the form at the top of the page and Expert Market will match you with the best deals for your business needs.

Dan Barraclough

Dan’s a writer for Expert Market, specialising in a range of cool topics. He loves web design and all things UX, but also the hardware stuff like postage metres and photocopiers.

Now Read