Your office technology is the backbone of productivity. Whether you’re managing a busy medical practice, law firm, education department, or a rapidly growing startup in Utah, the printers and copiers on your network aren’t just machines — they’re central hubs of workflow, security, and collaboration.
As we move into 2026, the capabilities of printers and multifunction copiers (MFPs) have evolved far beyond basic printing and copying. Today’s devices are smarter, more secure, better connected, and more automated than ever before. Choosing the right features now can save you money, eliminate bottlenecks, strengthen security, and future‑proof your office for years.
Here are the top 10 features every Utah business should prioritize when evaluating printer and copier technology in 2026.
1. Advanced Security Built In – Because Your Printer Is a Network Endpoint
Printers and copiers have become full networked devices with hard drives, operating systems, and connections to cloud platforms. That makes them just as vulnerable as any other node on your corporate network.
That’s why the most modern office devices come standard with embedded security capabilities that go far beyond basic password protection. Features you should look for include:
- User Authentication & Secure Print Release – requiring users to authenticate via PIN, badge, or login before the print job is released at the machine.
- Data Encryption (In Transit & At Rest) – ensuring that documents moving through the device or stored on its drives are unreadable without proper keys.
- Secure Boot & Firmware Validation – prevents unauthorized or tampered firmware from running on the device.
- Activity Logging & Alerts – tracks who is printing what and flags unusual behavior that could signal a security issue.
These capabilities protect confidential information and help you stay compliant with regulations like HIPAA or GDPR where applicable. Security isn’t optional — it’s foundational. Every office device you buy in 2026 should treat security as a prime function, not a bolt‑on add‑on.
2. Seamless Cloud Integration for Hybrid and Remote Workflows
Your team likely isn’t always at their desk — and your office technology should reflect that. Modern printers and copiers are now fully designed to integrate with leading cloud platforms your organization already uses:
- Microsoft 365
- Google Workspace
- Dropbox, Box, OneDrive and More
This means users can print directly from cloud storage, scan and upload documents straight to shared folders, and collaborate in real time without manual steps like emailing documents to themselves.
If your team works remotely even part of the time, cloud integration is a must. It removes barriers between physical and digital workflows and keeps productivity high regardless of location.
3. Mobile Printing Support — Because Laptops Aren’t the Only Devices
Let’s face it: smartphones and tablets are everywhere in the modern office. Whether it’s a field tech printing from an iPad or a salesperson sending a last‑minute contract from their phone, mobile printing isn’t a convenience — it’s expected.
The latest printers support standards like AirPrint, Mopria, and universal mobile printing protocols so your team can print from virtually any device without complicated drivers or extra software installations.
Mobile printing also allows for:
- Remote queueing of print jobs from anywhere
- Simple connections via Wi‑Fi or Wi‑Fi Direct
- Secure mobile authentication before documents are printed
This flexibility keeps your office nimble — especially important for Utah teams navigating hybrid work models.
4. Intuitive Touchscreens and Custom Workflow Automation
Gone are the days when printers were black boxes with a few buttons. Today’s machines are interactive productivity platforms with tablet‑like touchscreens and customizable workflows.
You want a device with a responsive, user‑friendly display that lets employees:
- Select common tasks from shortcuts
- Customize one‑touch scan and print jobs
- Route documents to specific folders or cloud locations
- Automatically apply file naming templates
Beyond ease of use, workflow automation significantly reduces repetitive steps for your team. For example, scanning a contract could be automated to:
🔹 Convert it to a searchable PDF
🔹 Apply a standardized name based on content
🔹 Route it to an accounting or legal folder
This kind of automation saves time, reduces errors, and boosts consistency.
5. High‑Speed Output & Optimized Paper Handling
Speed still matters — but the best devices balance raw pages per minute (PPM) with intelligent job handling and paper capacity to match your office’s workflow.
Today’s smart copiers allow you to specify:
- High monthly duty cycles — so your machine is built for your actual usage.
- Multiple input trays — letting you load various media types simultaneously.
- Automatic duplex printing — reducing paper waste without manual intervention.
- Bypass trays & specialty media support — for envelopes, labels, cardstock, or other unique printing needs.
These features are essential in fast‑paced office environments like legal firms, schools, and healthcare offices that handle varying document formats daily.
6. Smart Scanning with OCR & Intelligent Export Options
Printing isn’t the only service modern MFPs provide — scanning is equally transformative.
Advanced devices include Optical Character Recognition (OCR) that turns scanned text into searchable, editable documents. This is huge for offices that are moving away from paper but still need digital access to archives.
With intelligent scanning you can:
- Scan directly to email or cloud storage
- Extract text for use in other applications
- Create searchable PDFs for easy retrieval
- Send documents to document management systems automatically
This capability accelerates digital transformation, especially for departments that still rely on physical documents but want fast access to digital versions.
7. Robust Finishing Options for Professional Output
Your copier isn’t just a machine — for many teams, it’s a mini production center. Office devices in 2026 have a range of finishing options that help you create professional materials in‑house:
- Stapling, hole punching, and booklet creation
- Folding and sorting for multi‑page documents
- Multi‑tray output separation
These options are particularly valuable for producing reports, training materials, presentations, and client packets without outsourcing to a print shop.
When you can finish documents without extra steps, your team saves time and delivers higher‑quality results.
8. Energy Efficiency & Sustainability Features
Sustainability matters — not just for corporate responsibility, but for your bottom line. The newest office devices include energy‑saving technologies such as:
- Eco‑mode power settings
- Automatic sleep & wake functions
- Duplex printing default
- Low‑energy scanning systems
Reducing paper and energy use not only cuts costs, it also demonstrates environmental leadership — a quality increasingly valued by both customers and employees.
Many manufacturers also participate in recycling and toner recovery programs, further reducing waste and lifecycle impact.
9. Real‑Time Monitoring, Alerts & Predictive Maintenance
The days of guessing when toner will run out or waiting for breakdowns are gone. Today’s copiers and printers can self‑monitor and communicate proactively.
Your office device can:
- Alert you when toner or supplies are low
- Send maintenance alerts automatically
- Predict hardware issues before they cause downtime
- Integrate with device management dashboards
This level of insight reduces unexpected downtime, increases uptime, and keeps your team productive — especially critical during busy periods like quarter ends or peak service seasons.
10. Integrated Device Management & Analytics
Finally, the smartest devices tie into centralized management platforms that give you visibility and control over your entire print fleet.
With these tools, you can:
- Track usage by department or user
- Allocate costs or enforce print quotas
- Identify under‑utilized machines
- Optimize your fleet for cost and efficiency
Analytics help you answer questions like:
📌 Who prints the most color pages?
📌 Which department needs faster scanning?
📌 Are print costs rising or falling over time?
These insights support smarter budgeting, smarter technology decisions, and a clear understanding of how printing impacts your business.
Bringing It All Together
So, what does a 2026‑ready office look like?
It’s a workspace where your printer or copier is no longer a bottleneck — it’s an enabler. These devices:
✔ Connect seamlessly with cloud tools
✔ Protect your data rigorously
✔ Support mobile & hybrid work
✔ Automate mundane tasks
✔ Deliver professional results
In Utah, where organizations embrace innovation and efficiency, these features are more than luxuries — they’re essentials. Investing in the right technology now will translate into:
💼 Lower total cost of ownership
🛡 Tighter security and compliance
🚀 Faster workflows and less manual processing
🌐 Better support for remote/hybrid teams
Choosing the right features ensures your office stays competitive, secure, and productive well into the future.
Ready to Upgrade Your Office Print Environment?
If you want help evaluating printers and copiers that embody these 10 must‑have features, Associated Business Technologies can guide you. We specialize in office solutions that are not only current — they’re future‑ready.
Whether you’re looking for Xerox, Canon, HP, Kyocera, or other leading brands, and whether you need leasing, managed print services, or supplies and support, we can help you design a print environment that works smarter for your business.
Reach out today to learn how we can tailor the perfect office print solution for your Utah business.
