How to Choose Printer Paper: Types, Weights, and Sizes
For a small business to run efficiently, knowing about the different types of printer paper is more important than it might seem. The right choice of paper can improve the look of your materials, save you money, and help your equipment run smoothly. As a small business owner, you already juggle a lot, so this guide is here to simplify the process and help you make confident, cost-smart decisions.
Quick Tips: How to Choose Printer Paper
- Match GSM to your project: Use heavier paper for marketing materials and lighter paper for bulk printing.
- Choose the right paper for your printer: Match the paper type to either an inkjet or a laser printer.
- Consider brightness: Opt for a higher brightness rating for documents that need to make an impact.
- Stick to standard sizes: Using standard paper sizes can help keep your equipment running smoothly.
Why Paper Choice Matters for Small Businesses
Small businesses rely on printed materials every day, whether it’s invoices, client proposals, flyers, or other marketing pieces. The paper you choose makes a real difference. The right option can help you:
- Cut down on wasted time and money from smudges or paper jams.
- Present your documents in a clean, professional way.
- Get dependable, sharp results that match your printer.
Types of Printer Paper Explained
Paper Type | Paper Description | When to Use It |
Copy Paper | Light and simple, made for high-volume printing | Everyday documents like reports, memos, and drafts |
Printer Paper | A broad category that can include specialty options for certain printers or projects | Depends on the specialty—good for matching specific printer needs or unique jobs |
Multipurpose Paper | Works well in both inkjet and laser printers. Flexible for a mix of printing needs | Perfect for offices that use more than one type of printer |
Bond Paper | Heavier and sturdier than regular paper. Has a more formal feel | Great for official documents like contracts, letterheads, or certificates |
Photo Paper | Glossy or matte-coated paper designed to absorb liquid ink evenly and produce sharp, vibrant images. Often thicker than copy paper and available in various finishes | Printing photographs, marketing materials, or high-quality graphics that require color accuracy and a polished look; works especially well with inkjet printers |
Cardstock | Thick, durable paper usually ranging from 200–350 GSM. Stiffer and more substantial than standard copy or multipurpose paper | Business cards, postcards, menus, report covers, and other projects that need durability and a professional presentation |
Paper Weight for Printing
Paper weight is measured in GSM (grams per square meter). Knowing the right weight for your needs can prevent waste and improve quality.
| GSM Range | Common Use |
| 35–55 GSM | Newspapers and very light stock; not for office printing |
| 80 GSM | Standard office printing; affordable and versatile |
| 130–170 GSM | Posters, brochures, and mid-range marketing materials |
| 180–250 GSM | Magazine covers, premium flyers, and presentation pieces |
| 300 GSM+ | Heavy cardstock for business cards or durable covers |
Matching Paper to Your Printer Type
| Printer Type | Paper Characteristics | What Happens If You Use the Wrong Paper | Best Choice for Color Printing |
| Inkjet | Absorbs liquid ink quickly and evenly. Often coated to prevent bleeding. | Colors can blur, and ink may smudge. | Coated, smooth-finish paper with a brightness rating of 96+. |
| Laser | Smooth and heat-resistant to handle toner fusing. | Prints may look dull or streaky. | Paper rated for high heat with a brightness rating of 96+. |
Printer Paper Size Guide
In the US, letter size (8.5″×11″) paper is the most common, but you may also need these sizes.
- Legal (8.5″×14″) for contracts and longer forms.
- A4 (8.27″×11.69″) for international compatibility.
Standard sizes reduce jams and make stock management easier.
Printing Paper Brightness Rating
Brightness measures how much light paper reflects, rated from 0 to 100. Higher numbers provide more contrast and sharper colors.
- 92–94 – Everyday office printing
- 96+ – High-quality marketing materials
FAQs
What are the main types of printer paper?
The main types of printer paper include copy paper, multipurpose paper, bond paper, photo paper, cardstock, and specialty papers for inkjet or laser printers.
What’s the difference between copy paper and printer paper?
Copy paper vs. printer paper: Copy paper is lightweight for high-volume printing. Printer paper is a broad term that covers specialty and heavier options.
How do I choose the right paper weight for printing?
Match the GSM to your project. 80 GSM for everyday printing; 130–170 GSM for flyers; 180–250 GSM for premium materials; and 300 GSM+ for cardstock.
What’s the best paper for color printing?
Choose high-brightness (96+), smooth paper designed for your printer type. Inkjet benefits from coated surfaces; laser needs heat-resistant paper.
What’s the difference between inkjet and laser paper?
Inkjet paper is absorbent for liquid ink. Laser paper is smooth and heat-resistant for toner application.
What’s the difference between multipurpose paper and copy paper?
Multipurpose paper works in inkjet and laser printers. Copy paper is for high-volume black-and-white printing.
What is bond paper, and how is it different from copy paper?
Bond paper is thicker and more durable, often used for letterheads or contracts. Copy paper is lighter for everyday use.
What does a printing paper brightness rating mean?
It’s a 0–100 scale of reflected light. Higher ratings create sharper contrast and richer colors.
What are standard printer paper sizes?
US: Letter (8.5″×11″), Legal (8.5″×14″)
International: A4 (8.27″×11.69″)
What’s the best all-purpose paper for small businesses?
80 GSM multipurpose paper with 92–94 brightness is affordable, versatile, and printer-friendly.
Product Compliance and Suitability
The statements contained in this guide are intended for general informational purposes only. Such statements do not constitute a product recommendation or representation as to the appropriateness, accuracy, completeness, correctness, or currentness of the information provided. Information provided in this guide does not replace the use by you of any manufacturer instructions, technical product manual, or other professional resource or adviser available to you. Always read, understand, and follow all manufacturer instructions. Portions of this article were generated in part by ChatGPT, and edited by a member of the Zoro team.
