Office printers A3 and A4: how to choose the right option for your business

Choosing the right office printer is an important decision for any organisation. Office managers, IT managers and procurement teams often need to balance document requirements, print volume, office space, and long-term running costs.

One of the most common questions during procurement is whether an office should use A3 printers or A4 printers. While both options support everyday business printing, they serve different operational needs.

This guide explains the differences between office printers A3 and A4, how each fits different workplace environments, and what factors to consider before making a decision.

Understanding A3 and A4 paper sizes

Before comparing printers, it helps to understand the difference between the two paper formats.

A4 office printers explained

An A4 office printer is designed to handle standard business documents. These devices are typically smaller, more affordable, and suited to environments where large format printing is not required.

Key benefits

• Compact footprint suitable for desks or small work areas

• Lower upfront hardware cost compared with A3 devices

• Designed primarily for everyday document printing

• Often available as multifunction devices (print, scan, copy)

A4 printers are widely used in small offices, individual departments, branch offices and naturally suit remote or hybrid work environments.

Many organisations deploy multiple A4 devices across teams to provide convenient local printing.

Browse our A4 range

A3 office printers explained

An A3 office printer is a device capable of printing larger A3 documents (297 × 420 mm) in addition to standard A4. These printers are commonly used in business environments where teams need to produce larger documents such as spreadsheets, diagrams, reports or marketing materials.

Some A3 printer models are designed purely for printing, while others include additional capabilities such as scanning and copying (also known as multifunction printers or multifunction devices in the industry).

In many modern workplaces, A3 multifunction printers (MFPs) are a priority because they combine several document functions in a single device and support shared office workflows.

These devices are often used as central office printers, supporting multiple users and handling larger print volumes.

Key benefits of A3 printers

• Ability to print both A3 and A4 paper sizes

• Higher print capacity with larger paper trays

• Designed to support higher monthly print volumes

• Often positioned as shared departmental devices

View our A3 office printers

Additional capabilities of A3 multifunction printers

A3 multifunction printers extend beyond standard printing and may support:

• Printing, scanning and copying in a single device

• Document distribution and digitisation workflows

• Advanced finishing options such as stapling or booklet creation

For organisations that regularly produce large documents or manage higher printing workloads, A3 multifunction printers are often deployed as part of a managed print environment.

Did you know?

Many modern A3 printers are designed with improved space efficiency compared with older models. Some newer devices from manufacturers such as Sharp and Konica Minolta can occupy significantly less floor space than comparable models from previous generations.

This means businesses can still benefit from the capabilities of an A3 device without requiring substantially more office space.

Key differences between A3 and A4 office printers

Choosing between A3 and A4 office printers involves more than simply selecting a paper size. Each type of device is designed for different office environments, workloads, and document requirements.

Factors such as available office space, printing volume, finishing capabilities, and long-term operating costs can all influence which option is more suitable.

1. Paper size capability

The most obvious difference is print format.

A4 printers

• Print A4 and smaller formats

• Best for everyday business documents

A3 printers

• Print both A3 and A4

• Suitable for documents that require larger layouts

For businesses that occasionally require large documents, an A3 printer may provide greater flexibility.

2. Device size and office space

A4 printers are generally smaller and easier to place within office environments.

Typical characteristics include:

• desktop or compact floor units

• minimal floor space requirements

• suitable for individual teams

A3 devices are typically larger floor-standing units that serve multiple users. They may require dedicated placement in shared areas such as:

• print rooms

• open office spaces

• central office hubs

Office layout and available space often influence which option is more practical.

3. Printing volume and workload

Workload expectations will also influence the decision here.

A4 printers

• Suitable for low to moderate print volumes

• Often used by small teams or individuals

A3 printers

• Designed for higher monthly workloads

• Can support entire departments or offices

Organisations with large teams or heavy printing needs often prefer centralised A3 devices to reduce the number of individual printers required.

4. Advanced document finishing

Many A3 multifunction printers include document finishing features that are not always available on smaller devices.

Examples may include:

• Stapling

• Booklet creation

• Hole punching

• Large paper tray capacity

These features are particularly useful for organisations that regularly produce reports, training materials, or marketing documents.

5. Cost considerations

Cost comparisons between A3 and A4 printers are not always straightforward.

Factors that affect total cost include:

• device purchase price

• cost per page

• maintenance and servicing

• toner or consumables

• fleet management

A4 printers usually have a lower upfront purchase cost, but large organisations may deploy many units across departments.

In some cases, a smaller number of A3 devices may support more users, which can simplify management and reduce the total number of machines in the office.

Other factors to consider when choosing an office printer

Beyond paper size, procurement teams should evaluate several additional factors.

Print speed

Print speed may impact productivity in busy environments. High-volume teams may benefit from devices designed for faster output.

Multifunction capabilities

Many modern office printers combine multiple functions, including:

• printing

• scanning

• copying

• document distribution

These features can streamline document workflows across departments.

Network integration

Office printers often need to integrate with existing IT infrastructure, including:

• Network printing

• Secure print authentication

• Cloud document platforms

IT teams typically review these capabilities during device selection.

Security features

Printer security has become an important consideration for businesses. Devices may include security features such as:

• Secure print release

• User authentication

• Network protection

• Document encryption

These features help protect sensitive business information.