Modern multifunction printers (MFPs) consolidate printing, scanning and copying into compact, often networked devices that reduce space and simplify management. They now include mobile and cloud printing, improved security, and subscription consumable programs. Tradeoffs remain: dedicated photo printers and high-end scanners typically deliver better image quality, and a hardware failure can disable multiple functions at once. Select an MFP by expected monthly volume, security needs, and desired print quality.
What a multifunction printer is
Multifunction printers (MFPs) combine printing, scanning, copying and - in some models - faxing into a single, compact device. Modern MFPs add network and Wi-Fi connectivity, mobile printing (AirPrint, Mopria), duplex printing, touchscreen control panels, and cloud integrations (Google Drive, OneDrive). They target both home users and businesses by reducing desk space and consolidating equipment.Why organizations choose MFPs
Consolidation often lowers total cost of ownership: one device can replace multiple peripherals, reduce power use, and simplify maintenance and supplies. Many businesses pair MFPs with managed print services or subscription ink/toner programs to control costs and automate consumable replacement.High-end MFPs also include features once found only on standalone units: job spooling, secure print release, and local storage for scanned images or queued jobs. Recent models increasingly emphasize security - encrypted connections, user authentication, and options to wipe internal storage on decommissioning.
Tradeoffs and quality limits
One device can't always match a dedicated unit. Dedicated photo printers and high-end flatbed scanners still outperform typical MFPs for color accuracy, resolution, and archival scanning. For users who need the very best image quality, separate specialist devices remain the better choice.Another practical downside: a single hardware failure can affect all functions. If the print engine or main board fails, scanning and copying may be unavailable until the device is repaired or replaced.
Where fax and local storage fit today
Fax capability is less prominent than it was, but some MFPs still include a fax option or cloud-faxing integration. Faxing continues in certain sectors that require paper records or signature workflows . Local hard drives or SSDs still appear in some office MFPs to support features like secure print and job storage, though vendors now provide clearer controls to erase or encrypt that data.Picking the right MFP
Choose by workload and priorities. For small offices and homes, compact inkjet MFPs offer low upfront cost and good everyday photo prints. For medium to large offices, monochrome or color laser MFPs deliver higher monthly duty cycles and lower per-page costs. If security, compliance, or the highest image fidelity matter, evaluate enterprise models or keep dedicated devices.Bottom line
MFPs remain a practical, space-saving option that blends convenience, connectivity, and cost control. They have matured considerably since their early days, but buyers should weigh quality requirements and the risk of single-device failure when deciding whether to consolidate functions into one machine.- Confirm which industries (e.g., healthcare, legal, government) still rely on fax workflows and to what extent.