Multifunctional devices combine the functionality of several different pieces of office equipment into a single machine. Instead of purchasing a separate fax, copier, scanner, and printer, offices can buy a single machine to perform all these functions.

How MFDs Work
Multifunctional devices (MFDs) combine several core technologies, including image scanning, document printing, and fax signaling, into a single unit. Depending on how the technologies are combined, a multifunctional device can perform a variety of functions. For example, connecting an MFD to a computer allows you to scan and print. If you scan a document and then print the resulting digital image, the MFD acts as a copier. And by scanning, printing, and using fax software, the MFD can serve as a fax machine.

Types of multifunctional devices

Multifunctional devices fall into three categories. Low-end devices are generally designed for small offices and home offices. These machines are typically built around a fax machine, but they connect to a computer for scanning and printing. They can also be used as a convenience copier for items that can feed through the fax scanner.

Mid-range MFDs are based around a small copier. These machines include a book platen for copying magazines, books, or other three-dimensional items. They also connect to a computer for printing and scanning, and they can send and receive faxes if attached to a phone line. These units are ideal for small workgroups, where workers can reduce the time needed to walk to larger office machines.

High-end MFDs combine copying and printing functions into a single unit. These units offer extremely fast printing, plus sorting and finishing options (such as stapling) normally not found on printers. The idea behind these machines is to provide copier-like functionality from a desktop computer, reducing the need for people to print a document and then walk it over to the copier to make multiple sets.

MFDs vs. standalone devices

There are many reasons to purchase a multifunctional device. First, MFDs are less expensive than many separate pieces of office equipment. With fewer machines, you benefit from lower supply and maintenance costs because fewer consumables and service plans are needed.

On the downside, MFDs are not always able to match the performance of their standalone competitors. For example, MFD printers are not always able to handle envelopes and labels like a standalone printer. They also typically lack the variety of paper trays and fonts you might expect from a similar printer model.

In terms of copying, most low-end MFDs lack basic copier features such as sorters and zoom. In addition, the image quality does not tend to be as good as that from standalone copiers, since most fax-based scanners only capture about 200 dots of information per inch.

As scanners, MFDs typically do not offer the resolution you would expect from a standalone model. Scans tend to be adequate for simple images and text, but poor for photos and other detailed images.

MFDs function quite well as fax machines. However, you should check the transmission speed and memory levels.

Pricing

Low-end MFDs cost anywhere from $600 for a basic ink-jet model to about $4,000 for a fast model based around a laser printer engine.

Mid-range MFDs, some of which are digital copier/printers, cost anywhere from $2,500 to $7,000. High-end MFDs, which are all digital copier/printers, can cost up to $60,000 for the fastest office-grade models.

Buying tips

Get enough memory
For faxing, be sure the MFD is equipped with at least 0.5 megabytes (MB) of standard memory. This is enough to hold about 25 pages.

Assess the copy quality
One quick way to assess copy quality is by looking at the MFD's copy resolution. A copying resolution of 400 dpi should be reasonable; 200 dpi copies will be relatively poor. Also make sure to try copying a few documents, paying particular attention to large dark objects and fine lines.

Color printing
If you are looking for color printing capabilities, some low-end ink-jet models offer color printing at a very low price premium.