When it comes to printing in the office, paper choice matters more than you might think. From everyday documents to client proposals and marketing flyers, the right paper can elevate your output from “good enough” to professional quality, even when printing in-house.
With over five decades of experience working with print technology, we know that paper thickness (measured in GSM) and finish are the key factors that determine how vibrant, durable and professional your documents look. The best part? You don’t need a commercial print shop to achieve professional results – your office photocopier and printer can do the job when paired with the right paper. Here’s what to consider before you hit print.
Do I need a laser printer, a desktop printer or a photocopier?
Before selecting paper, it’s important to understand what your printer can handle.
- Laser printers and full-sized photocopiers are built for high-volume printing and can handle heavier paper weights (higher GSM) while maintaining consistent quality.
- Desktop inkjet printers are ideal for smaller offices or single-user environments but may have tighter limits on paper thickness and tray capacity.
Check your device’s maximum GSM allowance and paper tray specification, as this will determine the type and thickness of paper you can use without causing jams or reducing print quality. For example, a high-capacity photocopier can easily print on 170gsm cover stock, while a smaller printer can struggle with higher than 80gsm.
Debating 70gsm paper
It’s common to assume that 70gsm paper is “close enough” to 80gsm, but the differences are more significant than they appear:
- 70gsm: Lighter and thinner, prone to crumpling and tearing with frequent handling. Its lower opacity means text can show through, making it unsuitable for double-sided printing. It can also produce more paper dust, which leaves residue inside printers and may lead to maintenance issues.
- 80gsm: Thicker, sturdier and more opaque (dense), making it ideal for professional office use. It runs smoothly through printers, resists tearing, and produces cleaner, sharper prints – especially for double-sided documents.
For reliable, jam-free use and a more premium feel, 80gsm is the smart everyday choice for most offices.
Choosing the right paper for your print job
Different tasks call for different paper types and finishes. Depending on the type of photocopier or printer you have, there are several paper options you can choose from to create your document.
Here’s a quick guide to help you select the right stock and where you can see the best results for some common office printing scenarios:
| Document Type | Recommended GSM | Paper Type |
| Memos & reports | 80gsm (text) | 160gsm (cover) | Standard Copy / Smooth |
| Letterhead printing | 90gsm | Smooth |
| Invoices & statements | 80gsm | Standard Copy |
| Presentations & proposals | 90gsm (text) | 170gsm (cover) | Smooth Copy / Glossy |
| Full-colour marketing flyer (folded & flat) | 100–170gsm | Smooth Copy / Glossy |
| Poster/signage (A4/A4) | 170–250gsm | Smooth Copy / Glossy |
| Training & education | 90gsm (text) | 200gsm (cover) | Smooth Copy / Matte Card |
By mixing paper weights, such as pairing a 100gsm text with a 200gsm cover, you can create sophisticated, professional documents without blowing your stationery budget.
Work smarter with the right paper and equipment
Choosing the right paper for office printing is just the start. If your current printer or copier is limiting what you can produce, it might be time to explore an equipment upgrade.
At Sharp Office, we’ve been helping businesses across Newcastle and the Hunter Region achieve professional, cost-effective printing for over 50 years – helping to make it easy for you to print smarter and not harder. Let’s help your documents look as sharp as your business.
