What Is an All-in-One Printer? | Print, Scan & Copy

An all-in-one printer combines printing, scanning, and copying in one device, and some models also include faxing.

If you’re wondering what is an all-in-one printer, the answer comes down to one machine replacing several. Instead of buying a separate printer, scanner, and copier, an all-in-one (also called a multifunction printer, or MFP) packs at least two document functions—usually printing and scanning—into a single device. That saves desk space, cuts setup hassle, and keeps one maintenance point for your home office or small business.

Core Functions of an All-in-One Printer

An all-in-one printer handles multiple document tasks depending on the model. The most common functions include:

• Printing: Send documents from a computer, phone, or tablet over Wi-Fi or a cable connection.
• Scanning: Place originals on the flatbed glass or in the automatic document feeder to save them to a computer, cloud service, or USB drive.
• Copying: Duplicate documents without a computer using the built-in copy function.
• Faxing: Available only on models with fax hardware, which requires a phone line.

According to Lenovo’s glossary, an all-in-one printer is defined by combining print, scan, and copy functions in a single unit. The common synonym—multifunction printer—reflects that versatility, per the Wikipedia entry on multi-function printers.

Features That Vary by Model

Not every all-in-one printer includes the same capabilities. Understanding which features matter most helps you pick the right model for your workflow.

• Duplex printing: Automatic two-sided printing is common, but duplex scanning is model-specific.
• Automatic document feeder (ADF): Handles multi-page scanning or copying without swapping pages manually.
• Wireless and mobile printing: Wi-Fi is standard on most current models; Apple AirPrint and Mopria support vary by device.
• Touchscreen display: Found on many modern models for easier navigation and direct scanning.
• OCR (optical character recognition): Some devices or bundled software can convert scanned images into editable text.
• USB or memory card slots: Let you scan directly to a flash drive without a computer.

Common Mistakes to Avoid

The biggest mistake people make is assuming every all-in-one printer has fax. Many current consumer models omit fax entirely—like the HP Smart Tank 5101, which lists only print, copy, and scan functions and wireless connectivity. Also, don’t assume ADF, duplex scanning, AirPrint, Mopria, or OCR come standard; these are all model-specific features.

If fax capability matters for your business, verify that the model includes fax hardware and requires a phone line to function. Ricoh’s glossary notes that multifunction printers historically grew from fax machines to include scanning and printing, but modern consumer models often drop fax to reduce cost.

Do You Need an All-in-One Printer?

An all-in-one printer makes sense if you regularly scan documents, make copies, or handle a mix of office paperwork. A single device covers most daily tasks, and the footprint takes up less space than separate machines. For a deeper look at the best models for a business setting, our tested roundup of business all-in-one printers breaks down the top picks by speed, cost per page, and feature set.

If you only print occasionally and never scan or copy, a standard printer will do the job for less. The decision comes down to whether the extra functions justify the higher upfront price over a dedicated printer-only model.