All-in-One vs Single-Function Printer: Which Do You Really Need?

What is an all-in-one printer?

An all-in-one printer, also called a multifunction device (MFP), combines printing with at least one other function such as scanning, copying, or faxing. ENERGY STAR notes that many all-in-one desktop models fill the needs of a home office, bundling multiple tasks into a single unit. These devices are popular because they reduce the number of separate machines you need to buy, set up, and maintain. See our best all-in-one printers for top picks.

What is a single-function printer?

A single-function printer does one thing: it puts toner or ink on paper. If you already own a separate scanner or rely on a phone app to capture documents, a printer-only model may be enough. You avoid the extra parts and controls that come with a flatbed, an automatic document feeder, or a fax modem, and you free up desk space for something else. Explore best laser printers for a reliable printer-only option.

Value and feature fit: buy only what you need

An all-in-one adds scanning, copying, and possibly faxing to the same chassis, so you get more functions in one purchase. The value depends on how often you actually use those functions. For a user who prints rarely and scans only receipts, a single-function printer paired with a smartphone scanning app might be the leanest setup. For a busy home office that handles contracts, client forms, and invoices, the convenience of copy and scan from one machine can save time and reduce clutter.

Before you decide, list the tasks you perform every week. If copying is a monthly event, a single-function printer and a quick trip to a print shop might suffice. If you print drafts and need to scan them back into your system, an all-in-one avoids the back-and-forth. Compare your options with our home office vs. small business printer guide.

Space and setup: one box or several?

A single-function printer has a smaller footprint than an all-in-one with a scan bed, an automatic document feeder, and fax components. That matters on a crowded desk or a narrow shelf. An all-in-one consolidates three or four devices into one chassis, so you need one power outlet, one USB or network connection, and one paper path. Fewer devices also mean fewer cables and less to troubleshoot, but you have to reserve a larger slab of space for the machine. Learn about printer footprint size to plan your space.

Scanning, copying, and faxing: when you actually need them

If your job involves digitizing multipage documents, an all-in-one with a flatbed and an automatic document feeder is far more productive than using a phone camera. Copying is a separate benefit: you can make a duplicate without booting a computer. Faxing is still required in many medical, legal, and government settings, and having a fax function built in avoids a separate phone line or online service. On the other hand, if you rarely fax, a single-function printer paired with a mobile scanning app can cover most needs.

Mobile scanning apps let you capture a single page quickly, but they become tedious for long documents. For regular scanning, choose an all-in-one with an automatic document feeder to handle stacks of paper efficiently. If faxing is a requirement, check our best fax printers for models that include that capability.

Connectivity and driverless printing standards

Modern printers, both all-in-one and single-function, support IPP Everywhere, a PWG standard that lets your computer and mobile devices find and print without installing vendor-specific drivers. The Printer Working Group reports that 98% of all printers sold today support IPP/2.0 and DNS-SD, and that IPP Everywhere allows printing without special software. That means a basic printer can be just as easy to set up as an all-in-one.

Certified mobile printing support, such as that offered by the Mopria Alliance, ensures printing from Android, Windows, and other mobile platforms without extra configuration. Look for these certifications in the spec sheet so you know the device will work with your laptop and phone. For more on wireless setup, see our wireless printers guide.

Energy use and environmental impact

An all-in-one uses more energy than a printer-only device when idle because it powers a scanning lamp, a control panel, and often a larger mainboard. ENERGY STAR certification limits energy consumption and requires automatic duplexing for many models, so the difference can be minimized if you choose an efficient unit. ENERGY STAR certified imaging equipment can save up to 35 percent versus conventional equipment by using less energy when working and especially when idle.

The EPA encourages recycling used electronics, including printers and scanners, through dedicated donation and recycling programs. A simpler machine with fewer components may be easier to service and recycle at the end of its life. If you expect to keep a device for many years, consider how easy it is to replace consumables and find a recycling path. Check our eco-mode printers guide for tips on reducing energy use.

Which should you pick?

The decision comes down to your workflow. If you need to scan, copy, or fax regularly, an all-in-one printer is the obvious choice. If you print a lot and scan only occasionally, a single-function printer plus a phone scanning app may save desk space and avoid paying for hardware you will not use. Look for ENERGY STAR certified models, and make sure the device supports the connectivity standards your devices use.

What to pick for your use

Questions

Can a single-function printer scan?

No, by definition it only prints. You can use a smartphone with a scanning app or buy a separate document scanner. For occasional single pages, a phone is sufficient; for regular multipage scanning, an all-in-one with an ADF is faster. See our scanner resolution guide for what to look for.

Do all-in-one printers use more power than single-function printers?

Generally yes, because they include additional hardware like a scan bed and control panel. However, ENERGY STAR certified models are designed to consume less energy and often include automatic duplexing and aggressive sleep modes. Check for the ENERGY STAR label to minimize the difference.

Are all-in-one printers harder to set up than single-function printers?

No. Both types support IPP Everywhere, a PWG standard that lets computers and mobile devices find and print without vendor-specific drivers. Certified mobile printing support also simplifies printing from phones and tablets. The main setup difference is that an all-in-one may have more buttons and a touchscreen, but the network configuration is usually identical.

Which type is better for a home office?

It depends on whether you need scanning, copying, or faxing. If you regularly digitize paper documents, an all-in-one saves steps and desk space. If you primarily print and only occasionally scan a single page, a single-function printer plus a phone scanning app is often enough and takes up less room. Compare both types in our all-in-one vs. single-function guide.

Can I use an all-in-one without a computer?

Yes. Most modern all-in-one printers support mobile printing and scanning through certified mobile printing standards and manufacturer apps. You can print from Android, Windows, and other mobile devices, and scan to your phone or to cloud services, all without a dedicated computer.