Choosing the Best Paper for Your Copy Machine: A Complete Guide
By Commercial Copier Expert
The best paper for a copier depends on what you print, your machine’s specifications, and the paper’s weight, brightness, opacity, and finish. Choosing the right paper can help you get clearer prints, reduce paper-feeding problems, and avoid paying for features you don’t need.
Different documents call for different paper characteristics. Everyday office copies may need standard lightweight paper, while double-sided reports, presentations, and color documents may benefit from heavier or more opaque sheets.
Before copying a paper document that’s headed to a client, it helps to know whether your everyday stock is really the right fit or whether you need something heavier.
Why Paper Choice Actually Affects Your Copier
For everyday office copying, standard copy paper is usually the most practical choice. Paper around 70–75 GSM is commonly used for high-volume printing, while 80 GSM offers a slightly heavier feel and can be useful for reports, correspondence, and other professional documents.
However, higher GSM does not automatically mean better paper. Paper quality also depends on brightness, opacity, smoothness, stiffness, moisture, and how consistently the paper performs in your machine.
The right choice ultimately depends on the type of documents you copy most often.
Standard Everyday Copy Paper
Every office runs on a steady supply of everyday paper for reports, memos, and internal documents. This is the standard 8.5″ x 11″ sheet, and most everyday copy paper falls in the 20lb range, about 75 to 80 gsm.
Weight affects more than feeling. Heavier paper is thicker, more opaque, and less likely to show text bleeding through from the other side. Lighter paper runs faster through high-volume copiers and costs less, which is why it remains the default for daily printing.
Look for paper labeled acid-free. This keeps stored documents from yellowing or breaking down over time, which matters if you’re archiving contracts or records.
For most offices, 20lb copy paper (75 to 80 gsm) covers the large majority of daily printing needs without any real downside.
Copy Paper, Multipurpose Paper, and Printer Paper: What’s the Difference?
A common question and one worth answering clearly: copy paper and multipurpose paper are largely the same product today. Both refer to standard 20-pound paper that works in copiers, laser printers, inkjet printers, and fax machines. Any difference you see on packaging is mostly a marketing distinction, not a meaningful spec difference.
Where a real difference does exist, multipurpose paper tends to carry a slightly higher brightness rating (often 92–96) and a smoother finish than the most basic copy paper, which makes it marginally better for color documents and mixed-use offices. The cost gap per ream is small.
Printer paper is a broader category. It covers heavier weights (24–28 lb) and specialty finishes suited to specific output photos, presentations, and marketing materials. Standard copy paper is a subset of printer paper, not a separate product line.
Bottom line for a mixed-use office: multipurpose paper rated for laser and inkjet is the safest, most flexible everyday stock. If your office runs one type of machine at high volume, use the paper rated for that machine.
Understanding Paper Weight and GSM
GSM stands for grams per square meter and indicates how much a square meter of paper weighs. A higher GSM generally means a heavier sheet, but it does not necessarily indicate better overall quality.
As a general guide:
| GSM | Weight (US lb) | Brightness | Best For |
|---|---|---|---|
| 70 GSM | ~18–19 lb | 88–90 | High-volume internal docs, drafts |
| 75 GSM | ~20 lb | 92 | Everyday office copying, general docs |
| 80 GSM | ~21–22 lb | 92–94 | Reports, correspondence, duplex printing |
| 90–100 GSM | ~24–28 lb | 94–96 | Presentations, premium documents, color |
| 105–120 GSM | 28–32 lb | 96+ | Client proposals, certificates, covers |
Premium and Presentation Paper
When a document is heading to a client or a board meeting, standard copy paper starts to look thin. Premium paper in the 24 to 32lb range (90 to 120 gsm) has more heft, a brighter white finish, and holds color and text noticeably better than everyday stock.
This is the paper to reach for on proposals, pitch decks, and anything a client will hold in their hands. The cost difference per page is small. The difference in how the document feels is not.
Paper Brightness
Brightness affects the contrast between the paper and printed text or graphics. Brighter paper can make black text appear sharper and help colors stand out more clearly.
For everyday internal documents, you may not need the brightest paper available. For reports, presentations, and color-heavy documents, a brighter sheet may provide a cleaner and more polished appearance.
Paper Opacity
Opacity determines how much printing shows through from the other side of a sheet. This becomes especially important when you regularly make double-sided copies.
Higher-opacity paper can reduce show-through and make both sides of a document easier to read.
Paper Smoothness
A smooth paper surface can contribute to consistent printing and a cleaner appearance. When comparing papers with similar GSM ratings, consider surface smoothness and overall manufacturing quality rather than choosing solely by weight.
Photo Paper
Photo paper is built for images, not text, and it behaves nothing like standard copy paper. It’s thicker, holds color more accurately, and comes in two main finishes.
Matte photo paper has an absorbent coating that softens glare and holds up better under handling over time. Glossy photo paper produces sharper, more saturated colors but shows fingerprints and scratches more easily.
Most photo paper runs heavier than text paper, often in the 200 to 280 gsm range, which is part of why it feels so different in hand. Which finish works best comes down to how the print will be used: glossy for vibrant, display-ready images, matte for anything that will be handled often or viewed under bright light.
Resume Paper
A resume paper sits in a category of its own. It’s typically 24 to 32lb (90 to 120 gsm), often with a cotton blend that gives it a subtle texture and a cream or ivory tone instead of bright white.
This paper exists to signal that a document matters. Beyond resumes and CVs, it works well for cover letters, certificates, and any printed piece meant to make an impression. Keep a small ream on hand. You won’t need it often, but when you do, nothing else will substitute.
Choose the Right Paper Size
Paper size is another specification you should check before purchasing.
Letter size, measuring 8.5 × 11 inches, is commonly used in the United States. A4, measuring 210 × 297 mm, is widely used internationally. Copiers may also support other sizes, including Legal and A3.
Always confirm which sizes your machine supports before purchasing paper. Using the wrong size can cause feeding or printing problems.
Cardstock
Cardstock is the heavyweight of the group, usually 80 to 110lb cover weight (200 to 300 gsm). It’s too thick for most standard copiers to run in volume, so check your machine’s paper tray specs before loading a full ream.
Cardstock works well for business cards, menus, postcards, and report covers, anything that needs to hold its shape and stand out from a stack of regular paper.
How to Choose Paper That Works With Your Copier
The paper you choose should match your machine, not just your document.
Before purchasing a new paper type, check your copier’s manual or manufacturer specifications for:
- Supported paper sizes
- Supported paper weights or GSM ranges
- Recommended paper types
- Tray or manual-feed requirements
- Whether coated or specialty media is supported
- Settings required for heavier paper
Following the manufacturer’s paper recommendations is one of the simplest ways to avoid compatibility problems and maintain consistent print quality.
| Model | Functions & Speed | Best Paper Weight | Paper Tip |
|---|---|---|---|
| Canon imageCLASS MF753Cdw | Print/copy/scan/fax; ~34 ppm color | Standard | 20 lb multipurpose, brightness 92+. Supports up to 28 lb via manual feed. Avoid coated stock on the default tray. |
| Ricoh IM C3010 | A3 digital MFP; ~30 ppm color | Premium | Handles 20–28 lb smoothly. For color-heavy A3 prints, step up to 24 lb for better saturation and less bleed-through. |
| Canon imageRUNNER DX C3835i | A3 digital MFP; ~35 ppm color | Premium | Use Canon-recommended 20–28 lb laser paper. For duplex jobs, 24 lb reduces show-through on A3 sheets. |
| Konica Minolta bizhub C360i | A3 digital MFP; ~36 ppm color | Premium | Rated for 16–80 lb text stock. Use 20–24 lb for volume jobs; 28 lb for client-facing color output. Laser-rated paper only. |
| Sharp MX-5070N | A3 digital MFP; ~50 ppm color | Laser-rated | High-volume machine stick to 20 lb laser/multipurpose for tray runs. Heavier paper slows throughput significantly at 50 ppm. |
| Kyocera TASKalfa 3554ci | A3 digital MFP; ~35 ppm color | Standard | Designed for high-volume runs. 20 lb multipurpose is the sweet spot. Kyocera’s long-life drum handles standard weight efficiently. |
| Xerox AltaLink C8155 | High-volume A3 MFP; ~55 ppm color | Heavy | Supports 16–140 lb cover stock via bypass. For daily runs: 20–24 lb. For presentations and covers: up to 32 lb via bypass tray. |
| HP LaserJet Enterprise MFP M636 | Mono digital MFP; ~75 ppm | Standard | Mono laser use 20 lb laser-rated paper for best toner adhesion. Brightness matters less here; opacity and smoothness matter more for text clarity. |
Inkjet vs. Laser Paper: Does It Matter?
Yes, and this is where a lot of offices lose print quality without realizing why. HP’s printer paper guide provides additional guidance on paper compatibility for inkjet and laser printers. Laser copiers fuse toner to the page using heat, so laser paper is built with a smooth, hard surface that helps toner bond cleanly without smudging or curling.
Inkjet paper is designed differently, with a coating that absorbs liquid ink so it doesn’t feather or bleed. Using inkjet paper in a laser copier, or the reverse, won’t damage most machines, but it will show up in the output as blurred edges, uneven color, or toner that doesn’t fully set.
If your office runs a laser copier, most commercial copiers stick with paper labeled for laser or multipurpose use. Multipurpose paper is engineered to run cleanly in both machine types without switching stock.
Recycled and Eco-Friendly Paper Options
Sustainability is an increasingly common purchasing criterion in office environments, and the good news is that recycled copy paper has improved significantly in quality.
Most major brands (Hammermill, HP, Boise) offer 30–100% recycled content paper at standard 20 lb / 92 brightness specs that run cleanly in laser copiers without increased jam rates. Look for these certifications:
- FSC Certified: paper sourced from responsibly managed forests
- SFI Certified: Sustainable Forestry Initiative, similar to FSC
- 30% PCW: 30% post-consumer waste content, the most common recycled tier
- 100% PCW: fully recycled, slightly rougher texture, best for internal documents
For most offices, 30% recycled at 92 brightness is the practical balance of sustainability and print quality.
Wide-Format and Specialty Paper
Blueprints, posters, and CAD drawings need paper built for a different kind of copier. Wide-format printers use rolls or oversized sheets, often in heavier weights to prevent curling on large prints. If your office regularly prints oversized materials, it’s worth talking to your provider about paper matched specifically to your wide-format printer rather than trying to make standard stock work.
Should You Buy Expensive Copier Paper?
Not necessarily. The most expensive paper is not automatically the best choice for every copying job.
For high-volume internal documents, a reliable 70–75 GSM paper may provide the right balance of cost and performance. For client-facing documents, reports, presentations, or frequent double-sided copying, spending more on paper with appropriate weight, brightness, or opacity may make sense.
When buying in bulk, compare cost per sheet as well as paper specifications. Consistent quality is particularly important for offices that copy large volumes of documents.
A Simple Guide to Choosing Copier Paper
If you’re still unsure which paper to buy, start with what you print most often:
| Your printing needs | Paper to consider |
|---|---|
| High-volume internal documents | 70–75 GSM standard copy paper |
| Everyday office documents | 75 GSM copy paper |
| Reports and professional correspondence | 80 GSM paper |
| Double-sided documents | Paper with good opacity; 75–80 GSM may work well depending on the machine |
| Color-heavy documents | Brighter, smoother paper compatible with your copier |
| Premium presentations | Heavier paper supported by your copier |
| Photos or specialty projects | Compatible photo or specialty media recommended for your machine |
How to Match Paper to Your Copier in 3 Steps
- Check your copier’s supported weight range in the manual or on the tray label. Most standard copiers handle 16 to 32lb without issue; heavier stock like card stock may need a bypass tray.
- Match the paper to the job, not the other way around. A daily report doesn’t need premium stock, and a client proposal shouldn’t run on standard copy paper.
- Test before buying a case. Manufacturers finish paper slightly differently, so a small ream first saves money if a brand doesn’t perform the way you expect.
What Is the Best Paper for Your Copier?
The best copier paper is the one that matches your machine, printing volume, document type, and desired print quality.
For everyday office copying, standard 70–75 GSM paper is often a practical starting point. If you regularly produce reports, professional documents, or double-sided copies, 80 GSM or another suitable heavier paper may provide a better fit. For color or specialty work, look beyond weight and consider brightness, opacity, smoothness, finish, and machine compatibility.
Before buying a full case, check your copier’s recommended specifications and test the paper if you’re switching to a different weight or type. Choosing compatible, consistently manufactured paper can help you maintain reliable performance while getting the print quality your documents require.
If you’re ready for a new office copier, explore our office copy machines to find a solution suited to your business printing needs.
FAQs
What’s the most common copier paper weight?
20lb (75–80 gsm) covers most everyday office printing and works in nearly every standard copier without adjustment.
What brightness level is best for office copying?
92 brightness is the standard sweet spot for most business documents, with good white appearance, solid text contrast, and reasonable cost. Step up to 94–96 for color-heavy output or client-facing materials.
Can I use photo paper in a regular office copier?
Only if your machine’s tray supports the weight. Check the spec sheet first; thin-tray copiers can jam on heavier photo stock.
Is heavier paper always better?
No. Heavier paper costs more and runs slower through high-volume machines. Match the weight to the job instead of defaulting to the thickest option.
Does the paper brand actually matter?
Yes. Brightness and coating vary between manufacturers even at the same listed weight. Test a small ream before committing to a bulk order. In general, Hammermill, HP, and Boise are the most consistent performers across laser copiers.
What’s the difference between copy paper and multipurpose paper?
They’re largely the same product today. Both refer to standard 20-pound paper suitable for copiers, laser printers, inkjet printers, and fax machines. Multipurpose paper may carry slightly higher brightness and a smoother finish, but the difference is minor. Choose either for everyday office use.
Copy paper vs printer paper: is there really a difference?
Yes, but less than the naming suggests. Copy paper (20 lb) is built for high-speed, high-volume machines. Printer paper is a broader category covering heavier weights and specialty finishes for photos, presentations, and other output where quality matters more than cost per page.
What paper should I use for double-sided copying?
20 lb paper at 92 brightness with high opacity is the standard recommendation for duplex jobs. If show-through is a problem, step up to 24 lb (90 gsm). Brands like Boise X-9 are specifically optimized for two-sided output.
Finding the Right Paper for the Job
The best paper for your copier depends on what’s coming out the other end: a daily memo, a client proposal, or a stack of resumes. Once you know the weight and finish each job calls for, choosing the right paper takes seconds and saves you the jam, the smudge, and the reprint.
If your copier is struggling to keep up with the paper types and volume your office actually needs, it might be time for an upgrade. Compare copier quotes from local providers and find a machine built for the way your business prints.