Top 5 Best Printer Brands for Schools in 2024

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Best Printer Brands for Schools

Imagine a school without a reliable printer. Lesson plans and worksheets create problems. Permission slips and report cards pile up undelivered. Printers are essentials for every classroom, printing out vital documents that keep the educational engine running smoothly. However, choosing the right brand for your school can be a daunting task. Budgetary constraints, diverse printing needs (think text-heavy worksheets versus colorful posters), and ever-evolving technology all come into play.

In this blog post you’ll learn top 5 best printer brands and printer models for school in 2024. Ready to explore the top contenders in the 2024 school printer race? Let’s dive in!

Best Printer Brands for Schools

1. HP (Hewlett-Packard)

HP is a household name synonymous with reliable printing solutions. They’ve earned a reputation for durability and innovation, making them a popular choice for schools.

Popular HP Printer models for Schools:

  • HP OfficeJet Pro: This series offers a robust selection of multifunction printers (print, scan, copy) catering to a variety of printing needs. They’re known for their fast print speeds and wireless connectivity.
  • HP LaserJet: For schools requiring high-volume black and white printing (think standardized tests!), HP LaserJet printers are a workhorse option. They boast impressive toner efficiency and crisp print quality.

Key features and benefits for schools:

  • Durability: HP printers are built to withstand the wear and tear of a busy school environment.
  • Affordability: HP offers a range of printers at various price points to fit different school budgets.
  • HP Instant Ink program: This subscription service automatically sends replacement ink cartridges before you run out, ensuring uninterrupted printing.

2. Brother

Brother is a fierce competitor in the printer market, known for their dependability and cost-effective solutions.

Popular Brother Printer models for Schools:

  • Brother MFC-L Series: These laser printers are ideal for schools with high black and white printing volumes. They boast high-yield cartridges that minimize replacement frequency.
  • Brother Inkjet Printers with Ink Tank System: For vibrant color printing without breaking the bank, consider Brother’s innovative ink tank printers. These models come with refillable ink tanks, reducing cost per page significantly.

Key features and benefits for schools:

  • High-yield cartridges: Brother’s printers minimize downtime and printing expenses with their long-lasting cartridges.
  • Multifunctionality: Brother offers a wide range of multifunction printers, streamlining workflows and saving valuable space.
  • Wireless printing: Brother printers seamlessly integrate with wireless networks, enabling convenient printing from laptops and smartphones.

3. Canon 

Canon is a leader in imaging technology, and their printers are renowned for superior print quality and cutting-edge features.

Popular Canon Printer models for Schools:

  • Canon imageCLASS: This series features reliable laser printers perfect for everyday school printing needs. They offer excellent security features, safeguarding sensitive student data.
  • Canon PIXMA G Series: For schools requiring vibrant color printing, Canon’s PIXMA G Series with refillable ink tanks provides a cost-efficient solution.

Key features and benefits for schools:

  • Security features: Canon prioritizes data security with features like user authentication and document encryption.
  • Mobile printing capabilities: Canon printers allow for convenient printing directly from smartphones and tablets, boosting flexibility.
  • Low cost per page: Refillable ink tanks in Canon’s PIXMA G Series printers significantly reduce printing costs for color documents.

4. Xerox

While Xerox might not be the first brand that comes to mind for individual printers, they excel in offering managed print services (MPS).

Benefits of Managed Print Services for Schools by Xerox:

  • Cost control: Xerox MPS helps schools gain a clear picture of their printing costs, identifying areas for potential savings.
  • Proactive maintenance: Xerox technicians proactively maintain printers, minimizing downtime and ensuring optimal performance.
  • Streamlined workflows: MPS eliminates the hassle of managing toner or ink cartridges, freeing up valuable staff time.

Why consider Xerox for schools?:

While Xerox might not be the top choice for individual printer purchases, their managed print services offer a comprehensive solution for schools seeking to optimize their printing infrastructure and streamline printing-related tasks.

5. Ricoh

Similar to Xerox, Ricoh is a leader in document management solutions (DMS), offering a holistic approach to document creation, storage, and security.

Ricoh’s document management solutions for schools:

  • Streamlining workflows: Ricoh’s DMS helps schools automate document processes, saving time and reducing errors.
  • Document security: Robust security features ensure student data remains protected within Ricoh’s DMS platform.

Why consider Ricoh for schools?:

Schools prioritizing document security and efficient workflow management should consider Ricoh’s document management solutions. Ricoh goes beyond traditional printing hardware, offering a comprehensive system for managing the entire document lifecycle.

Factors to Consider When Choosing a Printer Brand for Schools

Factors to Consider When Choosing a Printer Brand for Schools

Printing Volume & Printing Needs

  • Black and White Print Volume: Consider the average number of black and white pages printed per month. High-volume schools might benefit from a laser printer known for its efficiency with monochrome printing.
  • Color Print Volume: For schools requiring frequent color printing (think art projects, presentations), an inkjet printer or a color laser printer might be a better choice.

In other words, assess your school’s printing habits. Do you need mostly text-based documents (tests, worksheets), or do you require vibrant color printing for creative projects?

Budget & Cost per Page

  • Budget: Schools have varying budgets allocated for technology purchases. Determine your budget for a new printer and compare it to the upfront cost of different models.
  • Cost per Page: Look beyond the initial purchase price. Consider the cost per page, which factors in ink or toner cartridge costs and replacement frequency.

For instance, a seemingly inexpensive inkjet printer might end up costing more in the long run due to frequent ink cartridge replacements.

Functionality (Printing, Copying, Scanning, Faxing)

  • Printing: This is the core function, but consider the print quality and speed required for your school’s needs.
  • Copying: Do you need a machine that can handle high-volume copying tasks?
  • Scanning: Is the ability to scan documents into digital formats important for your school?
  • Faxing: While less common, some schools might still require faxing capabilities.

Essentially, choose a printer with the functionalities that best align with your school’s workflow.

Connectivity (Wireless Printing, Mobile Printing, Network Printing)

  • Wireless Printing: This allows for convenient printing from laptops, tablets, and smartphones.
  • Mobile Printing: Some printers offer dedicated apps for direct printing from mobile devices.
  • Network Printing: Enables multiple users on a network to print to a shared printer.

Think about how teachers and students will be accessing the printer. Wireless and mobile printing options enhance flexibility and cater to modern learning environments.

Security Features (important for student data)

  • User Authentication: Restricts unauthorized access to the printer and printing functions.
  • Document Encryption: Encrypts sensitive documents during printing, safeguarding student data.

Security is important! Choose a printer with features that protect student privacy and prevent unauthorized access to confidential information.

Durability & Maintenance

  • Durability: Schools require printers that can withstand frequent use by students and teachers. Choose a printer known for its robust build quality.
  • Maintenance: Consider the ease and frequency of maintenance required for the chosen printer model.

Choose the Best Printer for Students

  • Best Student Printer Overall: Brother INKvestment MFC-J995DW, his printer offers a great balance of affordability and printing performance. It comes with high-yield ink tanks that can print thousands of pages before needing to be refilled, making it a great choice for schools that do a lot of printing.
  • Best Budget Printer: HP DeskJet 2755, this is a great option for schools that are looking for a basic printer that won’t break the bank. It offers decent print quality and speed, and it’s easy to set up and use.
  • Best Laser Printer for Students: Brother HL-L2390DW, If your school needs a printer that can handle a lot of black and white printing, then a laser printer is a good option. Laser printers are known for their fast printing speeds and low cost per page.
  • Best Portable Printer: Canon Pixma TR150, this is a great option for schools that need a printer that can be easily moved from place to place. It’s small and lightweight, and it comes with a battery so you can print without being plugged in.
  • Best for Photo Printing: Canon Pixma TS9620, If your school needs a printer that can print high-quality photos, then this is a great option. It uses a five-ink system that can produce vibrant colors and crisp details.

What People Also Ask

How Much Does a School Printer Cost?

School printer prices vary widely depending on factors like:

  • Brand and model: Popular brands and feature-rich models typically cost more.
  • Type of printer: Laser printers generally have a higher upfront cost than inkjets.
  • Functionality: Multifunction printers (print, copy, scan) typically cost more than basic printers.

A basic inkjet printer might cost around $50, while a high-end laser printer can reach $500 or more. Consider your budget and prioritize features essential for your school.

What are the Best Warranty Options for School Printers?

A longer warranty provides peace of mind and protects your investment. Look for warranties that cover both parts and labor. Additionally, some brands offer extended warranty options for purchase.

Remember, a good warranty minimizes repair costs and ensures the smooth operation of your school printer.

Eco-Friendly Printing Options for Schools?

  • Duplex printing: This feature allows printing on both sides of the paper, reducing paper usage.
  • Toner recycling programs: Many manufacturers offer toner recycling programs, promoting sustainability.
  • Choose printers with high energy efficiency ratings.

By adopting eco-friendly practices,_ schools can save money on paper and toner costs while minimizing their environmental impact.

Where to Buy Printers for Schools?

  • Electronics retailers: Major electronics retailers offer a wide selection of printers at various price points.
  • Online retailers: Online retailers often provide competitive pricing and convenient home delivery.
  • School technology suppliers: Some educational technology suppliers offer specific deals for schools on printers and other equipment.

Shop around and compare prices before making a final decision. Don’t forget to factor in shipping costs when buying online.


Choosing the right printer brand for your school requires careful consideration of several factors. This guide has equipped you with valuable information on top printer brands, and features to consider.

Remember, there’s no single “best” printer brand for all schools. The ideal choice depends on your unique printing needs and budget.

If you’re still unsure about which printer brand to choose, consider Associated Imaging Solutions. They can assess your specific requirements and recommend the best printer option for your educational environment.

For more information and services you can contact us for a free quote and estimation.

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