Printers & Scanners: Key Features to Look for Before Buying in 2025

For Acom Distributors, an up-to-date buying guide to help you pick the right device for home, office, or hybrid work.

Technology in printing and scanning continues to advance rapidly. In 2025, the market has matured in several notable ways: refillable-tank ink systems, stronger on-device security, and built-in mobile/cloud printing. Meanwhile, other choices continue to involve trade-offs: speed versus cost, photo quality versus page volume, and scanner sensor type versus document handling. This guide walks you through the real, practical features you should check before you buy, explains why they matter, and points out the small print most buyers overlook.

Start with your use case: who prints, what, and how often.

Before comparing specifications, be clear about what you’ll actually do with the machine. If you print a few color photos a month and mostly need crisp images, a high-quality inkjet with a multi-ink color set is wise. If your office prints thousands of mono pages every month, a laser or high-capacity ink-tank model will almost always be cheaper per page. Independent tests and buying guides in 2025 emphasize this same starting point: matching workload to technology saves real money and frustration. 

Running cost and ink/toner strategy

Many shoppers focus on the up-front price and forget operational cost. Toner and ink are where most printers show their actual cost over time. Refillable ink-tank systems (marketed under names like “EcoTank,” “MegaTank,” or “Smart Tank”) have become mainstream because they dramatically reduce per-page ink costs for low-to-medium volumes; reviewers in 2025 continue to call refillable-tank inkjets a smart option for home offices and small businesses that want low running costs without subscription headaches. For heavy monochrome printing, laser toner still typically wins on cents-per-page, especially in high-volume environments. If you can, calculate cost per page using manufacturer yield figures and realistic coverage percentages before buying — the right technology can cut your printing budget by a third or more over a year.

Print quality, speed, and media handling

Resolution (measured in dpi), color systems (dye vs pigment inks), and print engine type all affect output. Photo and graphics users should prioritize models with more ink channels and pigment inks for longevity; text-heavy offices should prioritize pages per minute and first-page-out time. Also, check paper handling: multi-tray setups, automatic duplex printing, and support for thicker media matter if you print envelopes, labels, or cardstock. Reviews in 2025 show that many top picks deliver a balanced mix of speed and quality, but the model family you choose will define the trade-offs.

Connectivity and mobile/cloud printing—don’t buy without them

Smartphone and tablet printing are no longer optional. Native support for Apple AirPrint, Mopria (Android), and vendor cloud printing makes life far easier for mixed-device teams. AirPrint remains Apple’s official, driver-free printing solution and is still being updated and supported in 2025; if you use iPhones or iPads, confirm AirPrint compatibility in the product literature. In addition, look for robust Ethernet and dual-band Wi-Fi options for office reliability, and Wi-Fi Direct for ad-hoc connections. Cloud printing integrations (Google Cloud Print was deprecated years ago, so check which cloud ecosystems the manufacturer supports) simplify remote workflows and scanning-to-cloud. 

Scanner features that matter: sensors, ADFs, and OCR

If your machine includes a scanner, the type of imaging sensor matters. Contact Image Sensor (CIS) modules are compact and cost-effective, while CCD sensors generally offer better depth of field and handle thicker or textured originals more reliably — useful when you need accurate scans of magazines, bound pages, or mounted prints. Automatic Document Feeders (ADFs) and duplex ADFs speed bulk scanning and are essential if you routinely digitize multi-page documents. Optical resolution (dpi), color depth, and the quality of bundled OCR software determine how much post-scan editing you’ll need; professional OCR engines dramatically reduce cleanup time for searchable PDFs. If you need archival-grade captures, prioritize CCD-based scanners or dedicated flatbed/departmental models.

Security: firmware, authentication, and recent threats

Printer security has moved from “nice to have” to mission-critical. Modern devices are networked computers with persistent storage and an operating environment that must be protected. Manufacturers now ship security advisories and require firmware updates to patch vulnerabilities; some vendors have begun adding advanced protections such as cryptographic firmware verification. In 2025 there have been public vulnerabilities affecting printer drivers and firmware, so check the maker’s security bulletin and whether the vendor supports automated firmware updates, secure boot, and role-based access controls. If the printer will be on a corporate network, prefer models with enterprise-grade security features and a clear patching policy. 

Manageability and driver support

A printer that works seamlessly today can become a maintenance headache if the vendor stops issuing drivers. For business deployments, look for printers that support industry standards (PCL, PostScript, IPP) and management protocols (SNMP, JetDirect/Port 9100, or vendor MDM tools). Also confirm OS support for your mix of devices: many manufacturers provide robust installers and mobile apps, but enterprise environments often prefer driverless IPP-based printing or dedicated print servers for scale and reliability.

Environmental footprint and consumable recycling

More brands now highlight environmental choices: duplex printing as a default, high-capacity cartridges, and recycling programs for used cartridges. If sustainability matters to you, check manufacturer recycling programs and look for energy-saving features like automatic sleep modes and low warm-up times. Refillable tanks also reduce plastic waste compared to frequent disposable cartridges, which is a practical advantage for eco-minded buyers.

Warranty, support, and real-world reliability

A generous warranty and accessible support channels matter more than flashy specs. For critical office printers, consider extended on-site service options and check independent reliability reports. Real users often value robust paper handling and stable firmware more than the highest theoretical dpi or peak ppm figures.

Final checklist before you buy

Before you place your order, verify the essentials: the total cost of ownership (including supplies and maintenance), compatibility with your devices and workflows, scanner sensor and ADF capability if you scan regularly, and the vendor’s security/update policy. Confirm that the model you want supports the mobile and cloud features your team uses, and read recent reviews for any recurring complaints about paper jams, driver issues, or ink-yield shortfalls.

Conclusion — picking the right model for 2025

By 2025 the smallest differences add up: refillable tanks can save money and waste, modern security features protect networks, and scanner sensor choice affects what you can digitize reliably. Acom Distributors recommends choosing a model that fits your printing profile rather than chasing a single “best” spec. If you need help narrowing choices for a specific environment — home office, creative studio, or busy corporate floor — our team can match recommended models to your workload and budget. Contact Acom Distributors for tailored advice and up-to-date stock availability.