Does Staples Have a Copy Machine? Print, Copy & Document Services (Updated 2026)
The Short Version
Does Staples Have a Copy Machine? Yes, and Here Is What to Expect
Walk into nearly any Staples in the United States. You will find a self-service copy zone with multifunction devices ready for walk-up jobs. Some stores call this section the Copy & Print Center. Others mark it as the Print & Marketing Services counter. Either way, the gear is built for fast, drop-in jobs.
So how does it work in practice? You feed paper or a USB drive into the machine. Or you upload from a phone, email, or cloud account like Google Drive. The screen walks you through choices. And you pay at the unit when the job finishes. Staff are available if a job needs binding, large format printing, or special paper stock.
This guide covers what Staples can and cannot do at the copy machine, how 2026 pricing actually breaks down, and when calling a local provider like 1800 Office Solutions in Miami makes far more sense for ongoing print needs.
What You Can Do
What Print and Copy Services Does Staples Offer?
Staples is more than a self-serve copier in the corner. Each store blends two service tiers: walk-up machines and a staffed counter. So a small job and a 500-piece direct mail run can happen under the same roof.
Self-Service Copy Machine Features
The self-service unit is usually a commercial multifunction printer (often Xerox, Canon, or Ricoh). It supports the basics you would expect at any modern office copier.
- Black & white and full color copies on letter, legal, or tabloid paper
- Duplex printing for two-sided documents
- Stapling, hole punching, and basic finishing
- Print from USB, email attachment, Google Drive, Dropbox, or OneDrive
- Scan to email or scan to USB for digital archives
- Fax send and receive for legal forms, medical paperwork, or insurance docs
Full-Service Print & Marketing Counter
The staffed counter handles work the self-service unit cannot. So this is where you go for branded marketing pieces or anything needing custom finishing.
- Business cards, letterhead, and branded envelopes
- Booklets, brochures, manuals, and saddle-stitched books
- Large format prints, signs, posters, and banners
- Binding, lamination, and custom paper stocks
- Document shredding and notary services at many locations
- Shipping with UPS pickup and label printing
For a deep dive into commercial print options, our team often points clients to our copier and printer catalog. Many of those same models power the gear sitting inside Staples stores.
Step By Step
How To Use the Staples Self-Service Copy Machine
First-time user? The process is friendlier than it looks. Here is the typical walk-up workflow at most Staples Copy & Print zones.
1. Pick Your Source
Bring a physical document. Or load files from USB, your phone, or cloud storage. Most machines accept JPG, PNG, PDF, DOCX, and PPT files.
2. Tap the Screen and Choose
Select Copy, Print, Scan, or Fax. Then dial in color, sides, paper size, and finishing options like staple or hole punch.
3. Preview the Job
The screen shows page count and final price. Always preview. A wrong setting can turn a $4 job into a $24 job in seconds.
4. Pay and Collect
Swipe a credit or debit card at the unit, or tap to pay. Some stores accept cash at the register near the counter.
5. Ask for Help When It Counts
So you have a 200-page binding job? Or a poster that needs to be 24 by 36 inches? Skip the self-service step. Hand it to the print associate at the counter instead.
2026 Pricing
Staples Copy and Print Pricing in 2026: The Real Numbers
Pricing shifts with finishing, paper weight, and job size. Below is a snapshot of starting rates posted on the Staples website in 2026. Verify at your local store before a big job.
| Service | Black & White | Color | Notes |
|---|---|---|---|
| Standard copy or print (per page) | From $0.32 | From $0.80 | Letter size, standard 20 lb paper |
| Bond paper (heavier stock) | From $2.25 | From $3.15 | Best for presentations or contracts |
| Booklets (per 8-page set) | From $1.61 | From $3.90 | Saddle-stitch finishing included |
| Document shredding | ~$1 per pound | Secure on-site or off-site | |
| Fax send (domestic) | $1.99 first page, $1.59 each add’l | Faster cloud fax services often cost less | |
Online prepayment usually triggers a small discount. So uploading your job through the Staples website before walking in saves a few cents per page. But for any volume above a few hundred pages a month, those starting rates add up quickly.
Curious how those rates stack against an in-house copier? The U.S. Federal Trade Commission has solid guidance on equipment leasing trade-offs. And the SBA equipment guide walks through ownership versus lease decisions for small business owners.
Side By Side
Staples vs FedEx Office vs UPS Store: Quick Comparison
Each chain has slightly different strengths. So picking one depends on what you actually need that day.
| Feature | Staples | FedEx Office | UPS Store |
|---|---|---|---|
| B&W copy (per page, starting) | From $0.32 | $0.12 to $0.23 | $0.18 to $0.24 |
| Color copy (per page, starting) | From $0.80 | ~$0.71 self-service | $0.79 and up |
| Self-service copiers in store | Yes, most stores | Yes, most stores | Limited at some locations |
| Cloud print (Google Drive, email) | Yes | Yes | Yes |
| Hours (weekdays) | ~8 AM to 9 PM | Often 24 hours at urban hubs | 9 AM to 7 PM typical |
| Best for | Mixed office + print errands | Late night urgent jobs | Quick mailing + small print run |
None of these chains is wrong. But none is a real substitute for an in-office copier when your team prints daily.
When It Works
When Does the Staples Copy Machine Actually Make Sense?
Retail copy services do solve real problems. So before assuming an in-house copier is the only answer, think about how often you really print.
Great fit for these scenarios
- One-time event flyers, party invites, or HOA notices
- A traveling consultant printing a single deck before a client meeting
- Notarized documents and shredding small batches of files
- Oversized signs or banners your in-office printer cannot produce
- Last-minute color marketing pieces on a Saturday afternoon
Where it falls short
- Daily business correspondence and invoicing
- Patient records, legal briefs, or HR onboarding packets
- Any work covered by HIPAA, FERPA, or attorney client privilege
- High-volume marketing with brand consistency across runs
- Teams that need scan-to-folder or scan-to-email tied into a document management system
Confidential print jobs add another worry. Staples staff are trained, yet documents do still cross hands at a public counter. So for anything sensitive, an on-site device is the safer call.
Hidden Costs
The Real Cost of Relying on Retail Copies for Business
A few visits a year sound harmless. So why do CFOs wince when they see the year-end print line item? Because retail per-page pricing scales fast. And it brings hidden costs along with the obvious ones.
Look at the math. Say your team needs 4,000 color pages a month. At Staples self-service rates, that is roughly $3,200 a month in print alone. Now add staff hours spent driving to the store, waiting in line, and double-checking the job. So suddenly a “quick copy run” costs nearly as much as a mid-tier copier lease, every single month.
For a deeper breakdown, our guide on copier leasing for business walks through ownership math, including service contracts and supply costs.
The Math
In-House Copier vs Retail Copies: A South Florida Reality Check
South Florida runs on small and mid-size businesses. So a copier decision touches everything from law firms in Brickell to medical practices in Doral. Here is how the math usually looks.
Typical lease numbers (2026)
- Mid-tier multifunction copier lease: $150 to $450 per month, 36 to 60 month term
- Cost-per-copy service contract: $0.01 to $0.015 per B&W page, $0.06 to $0.12 per color page
- Bundled service plans: include toner, parts, labor, and remote monitoring
Break-even example
Imagine a 12-person law firm in Miami printing 6,000 black & white pages and 1,500 color pages a month. At Staples self-service rates, monthly retail print would top $3,000. With a leased copier? Lease and service combined often land between $400 and $700 a month. So payback shows up inside the first invoice.
| Scenario | Staples Retail | In-House Lease + Service |
|---|---|---|
| 6,000 B&W pages | ~$1,920 | ~$60 to $90 |
| 1,500 color pages | ~$1,200 | ~$90 to $180 |
| Lease (mid-tier copier) | n/a | $150 to $450 |
| Monthly total | ~$3,120 | ~$300 to $720 |
Numbers will shift by industry. So always run your own audit before signing. Our team builds those audits for free across South Florida.
How We Help
How 1800 Office Solutions Helps Miami Businesses Print Smarter
We have served South Florida since 1999. So we know how a one-off copy run snowballs into a budget problem. 1800 Office Solutions builds tailored print, copy, and IT plans for offices that need consistency without the retail markup.
Free Print Audit
We map your current print volume, hidden costs, and waste. No charge, no pressure.
Copier Lease & Buy
Ricoh, Kyocera, Canon, and HP. We match the machine to your real workload, not a sales quota.
Managed Print Services
One predictable monthly bill. Toner, parts, labor, and proactive monitoring are bundled in.
On-Site Repair
Local Miami technicians. So waiting on an out-of-state vendor never holds up your office.
Document Workflow
Scan to folder, scan to email, secure release printing. We integrate with your existing apps.
Cybersecurity Add-On
Network printers are endpoints too. Our team hardens them against intrusion through our cybersecurity services.
Curious about printer security? The CISA cybersecurity best practices page highlights why office multifunction devices need patching just like servers. We bake those controls into every install.
And for businesses with mixed needs, our full services overview covers managed IT, copier service, and unified communications under one roof. So one phone call replaces three vendors.
Privacy & Security
Privacy Risks of Using a Public Copy Machine
Public kiosks save the day. But they also raise questions worth asking before a sensitive job. So think about a few quick risks before walking out the door.
Where files live after the job
Most retail copiers cache scanned files on an internal drive. Staples cycles those caches on a schedule. Even so, no shopper knows for sure when the buffer last cleared. Sensitive documents are better handled on a copier your team owns.
Hand-off risk at the counter
Staff handling a printed contract is a brief touchpoint. Yet a single misplaced sheet violates client privilege rules in some industries. So legal, accounting, and medical teams often skip retail counters for those jobs.
What HIPAA, GLBA, and PCI auditors look for
Auditors love a clean chain of custody. An in-office device with PIN release and audit logs gives you that paper trail. A Staples kiosk does not. So compliance teams almost always favor managed print over retail copies.
For more background, the NIST Cybersecurity Framework outlines best practices for protecting data in motion and at rest, including print pipelines. We map those controls into every install we ship from 1800 Office Solutions.
Pro Tips
Mobile Printing at Staples: A Few Tips From Our Service Team
Mobile printing is faster than dragging a laptop into the store. So if you do head to a Staples kiosk, use these tricks to keep the trip short.
Upload before you arrive
The Staples Print Online tool accepts uploads from any browser. Submit your job a few hours before pickup. Online prepay rates are slightly lower, and your file is ready when you walk in.
Use a unique email for the kiosk
Sending files from a generic email keeps your main inbox cleaner. And the kiosk pulls attachments by sender. So a “print only” email avoids any mix-ups with personal mail.
Convert files to PDF first
A DOCX file may render fonts differently on the in-store machine. A PDF locks layout exactly as you designed it. So convert before uploading whenever the file matters.
Watch the file size
Cloud uploads above 100 MB sometimes time out at retail kiosks. Split a giant deck into chapters first. Or compress images down. Or hand the file to a counter associate on a USB drive instead.
Bring a spare credit card
Self-service readers occasionally reject contactless taps when the screen freezes. A backup card prevents a wasted trip. And the print associate at the counter can always take payment manually.
What To Pack
What To Bring on Your Staples Copy Errand
A successful copy run starts with a short pack list. So check these before leaving the office.
- The original document or a USB drive with the file in PDF form
- A backup of the file on your phone via Google Drive or Dropbox
- A credit or debit card with a working chip (tap can fail mid-job)
- Any specific paper sample you want matched (color or weight)
- A printed proof if the job is for a client and finishing matters
- The Staples Rewards card or app for occasional discounts
- A backup contact at the office in case the file needs a quick edit
And here is the easy mistake to avoid. Do not start a long booklet job five minutes before close. The unit will pause mid-run, your file gets cut off, and the associate still has to charge for partial sheets.
FAQ
Frequently Asked Questions About Staples Copy Machines
Does every Staples have a copy machine?
Almost every Staples store in the United States has at least one self-service copy machine plus a staffed print counter. A small number of express or pop-up formats may differ. So call ahead if you are far from a metro area.
How much does Staples charge per copy?
Self-service starts near $0.32 per page for black & white and $0.80 per page for color in 2026. Heavier paper or finishing pushes the price up. We believe these are roughly accurate. Verify on the Staples website before a large job.
Can I print from my phone at a Staples copy machine?
Yes. You can send the job through the Staples mobile app, email attachment, or cloud accounts like Google Drive and Dropbox. The kiosk then pulls your file and prints.
Does Staples copy double-sided?
Yes. Duplex printing is built into the self-service units. Pick the two-sided option on the screen before paying.
Can Staples scan documents to email or USB?
Yes. The same multifunction unit handles scan to email, scan to USB, and basic OCR. So a quick archive of contracts is doable in minutes.
Does Staples still send and receive faxes?
Yes, at most locations. Pricing in 2026 sits near $1.99 for the first page and $1.59 for each additional page. A cloud fax subscription often costs less if you fax weekly.
What payment methods work at the Staples self-service copier?
Credit cards, debit cards, contactless tap, and the Staples Rewards account work at most kiosks. Some stores accept cash at the print counter.
Are Staples copy machines open on weekends?
Yes. Saturday hours run roughly 9 AM to 7 PM, with Sunday hours near 10 AM to 6 PM. Hours vary by store, so check the Staples locator before driving over.
Is it cheaper to lease a copier or use Staples?
If your office prints more than a few hundred pages a month, leasing wins. Cost-per-copy contracts run as low as $0.01 per B&W page. So Staples retail rates become hard to justify above light hobby volumes.
Can Staples print confidential or HIPAA-regulated documents?
Technically yes. But many compliance officers prefer an in-house device with secure release printing. So for medical, legal, and HR documents, an on-site copier under a managed print agreement is the safer route.
Can I get help from a Staples associate at the copy machine?
Yes. Associates near the Copy & Print counter assist with finishing, paper stock, and machine errors. For large or branded marketing jobs, hand the file to the staffed counter rather than fighting the kiosk.
Does 1800 Office Solutions serve businesses outside Miami?
Yes. We cover Miami, Fort Lauderdale, West Palm Beach, and select markets nationwide for copier sales, leasing, and managed IT. Call 1-800-346-4679 to see if we cover your zip code.
Bottom Line
So, Does Staples Have a Copy Machine Worth Using?
Yes, with a caveat. For a single page, a one-off poster, or a quick notarized form, Staples is the perfect quick fix. For anything resembling a daily workflow, the math turns against you fast. So most South Florida businesses we audit save real money once they shift print volume in house.
Here is the easiest way to know which side you sit on. Track your last three months of Staples receipts. Add the labor hours your team spent on those errands. Then ask if a leased copier paid at $400 a month would have done the same job inside your office. So if the answer is yes, give us a call. We will run the audit for free, no commitment.
And if you are weighing a different angle entirely, our copier lease vs purchase guide walks through ownership tradeoffs in plain English. So before signing any agreement, read it through once.
Stop Driving to Staples for Every Copy
Your One Source For Everything Office. We map your real print volume, then build a copier and managed print plan that pays for itself.
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