Network printers are the best type of printer to have in a business environment. And yet, we see so many printers ill-equipped for the task for which they are needed. Why is this? I think the main reason is that business owners do not understand the difference between network printers and USB models, and why they would want one vs the other.
Local Printing
Printers with USB-only connections are fine for home or very small business use. The printer connects directly to a computer through a USB cable and printing works the majority of the time. It’s especially fine when only one computer needs to print to the printer. This becomes problematic when two or more computers need to print to the printer. To do this, the computer must first be on a network with the other computer(s). The printer must be shared through the computer so it is available on the network for other computers to use. Most problematic, the computer directly connected to the printer must be turned on and functioning properly to make the printer available to other network resources. It is an option, but not ideal in a multi-user environment.
Network Printing
Network Printers may also have USB connections than can be used. But network printers really shine when they are connected directly to a network, independent of any computer, through a standard ethernet cable. This allows the printer to be a network resource available to any and all workstations without relying on a computer to make it available. All workstations can access the printer equally, and print jobs are rendered in the order they are received. This may sound simple, but it makes a huge difference in printer availability.
Cheaper Than Ever
Years ago, network printers were considerably more expensive than local USB printers, so the options were weighed more carefully. But network printers are now marginally higher in price than USB printers…making them an easy choice when even two computers need access to it.
Wired or Wireless?
Network printers come in two connection types…wired and wireless. I have seen printers come with one or the other or both. I always prefer to purchase printers with both connections available as they are more versatile and connectivity needs may change. Wireless connectivity allows the printer to be placed nearly anywhere… not tethered to an ethernet cable or port. However, as explained in our article on Wi-Fi, wireless connections are not always as reliable. Wired connections are solid and nearly always reliable. It seems convenience and reliability are nearly always trade-offs.