The Basics

When shopping for multifunction devices, your options may seem overwhelming. At most stores, you'll find a dozen or more models from which to choose. Each model has different strengths and weaknesses, so you'll need to research which models will best meet your needs to avoid confusion when staring at the store shelves.

A multifunction device lives up to its name by offering up to four functions in one machine: print, copy, fax and scan. Some devices skip the fax function to save money. Multifunction devices usually use one of two printing methods, either monochrome laser or full-color inkjet. You'll occasionally find a full-color laser device, but those devices are extremely expensive.

Multifunction devices contain a wide variety of features, which should give you enough options that you can find a device with strengths that closely match your needs. And the large variety in devices means you should get a good value for your money. With so many companies involved in manufacturing multifunction devices right now, competition for customers is high and consumers benefit with low up-front prices and frequent rebates.

Most multifunction devices carry a one-year limited warranty. However, one of the biggest drawbacks to a multifunction device is the entire machine becomes unusable when one function breaks down. If you're worried about potential breakdowns, most manufacturers and retailers offer extended warranties and automatic replacement units for an additional cost.

Five Key Questions

1. What will its primary function be? Before searching, it's best to make a list of one to three primary reasons you need a multifunction device. For example, some SOHO users will need a unit that can send fax messages quickly above everything else. Others want a unit that performs all four functions equally well, but they really need speed. You can then narrow your search to devices that perform especially well in the areas most important to you.

2. How can I save some money up front? Multifunction devices vary greatly in price, but most desktop units fall between $100 and $500. Units on the low end of this price range often are missing a function (usually fax) or work slowly. Units on the upper end usually offer great speed and extra features, such as networking capabilities. If you don't need high-end features, you can save money with a budget-priced unit. Inkjet devices typically cost less than laser devices.

3. Do I want laser or inkjet? Laser devices will provide extremely sharp text, but usually cannot print in color. Inkjet devices offer more versatility and the ability to print full-color photos, but they usually cannot match laser devices in speed and text print quality. Most users select inkjet because of the color capabilities, but laser will work better in some instances.

4. Is the unit expandable? Finding a multifunction device that can grow with your needs can be handy. Some devices allow you to add memory or extra paper trays as your needs change. Others have networking capabilities that you might not need immediately, but that you can use later. However, some people would prefer to purchase a new device after a couple of years and gain improved technology, rather than spending money trying to upgrade an older unit. For those who plan to keep the device for several years, expandability is more important than for those who have budgeted for new devices every few years.

5. What do consumables cost? Before making a final choice, check the availability of replacement inkjet or laser cartridges for the model. And check the cost of the replacement cartridges; sometimes, when a device has a low up-front cost, its consumables are more expensive than others.

How To Shop

Finding multifunction devices at your local retailers is fairly easy; they're popular office machines. We'd suggest giving your list of desired features to a trusted salesperson at your favorite office store; the salesperson should be able to find a few units that have strengths that specifically match your specifications. Try to give yourself three or four models to choose from on your final list, because rebates are common and you'll have a better chance of gaining a good deal if you have a few choices available.

If saving money is a high priority, look for devices that aren't quite new. Many companies will provide discounts on their multifunction devices after a particular model has been on the market for 12 or more months. If you find a specific multifunction device that meets your needs, be sure to check the manufacturer's Web site, as many sell their devices directly to consumers. Your local retailer should at least match the manufacturer's price.

Finally, you may encounter low-priced refurbished machines in the market. These devices carry some risk-- they've been repaired or returned by another consumer and often don't include warranties. But if you have a local retailer you trust and you're willing to accept some risk, you can really save some money.