Printer Paper Fundamentals

Let’s start with the basics. I’ve found that many people rush into buying paper without understanding the fundamentals, only to be disappointed with their printing results. Taking a moment to learn these paper essentials will save you headaches (and money) down the road.

As one paper industry expert beautifully put it, “For any printed project, the type of paper used can play a major role, if not the starring one, in how the piece comes across.” This couldn’t be more true – your paper choice speaks volumes before anyone reads a single word on the page.

Why This Best Printer Paper Guide Starts with Paper Types

Think of paper types as different tools in your toolbox – each has its perfect use:

Copy Paper is your everyday workhorse. At about 20 lb (75 gsm), it’s what most offices keep stocked for internal memos, drafts, and routine printing. It’s budget-friendly but won’t necessarily impress clients with its look or feel.

Printer Paper often gets confused with copy paper, but there’s a meaningful difference. With higher brightness ratings (typically 92-100) and weights starting at 24 lb (90 gsm), printer paper delivers a more professional appearance for client-facing documents. The improved brightness makes colors pop and text easier to read.

Photo Paper is specially coated to make your images shine. Whether you choose glossy, matte, or satin finish, photo paper’s special formulation (typically 48-80 lb or 180-270 gsm) prevents ink from soaking in, keeping colors vibrant on the surface. It’s perfect for presentations with graphics or preserving family memories.

Cardstock brings durability to the table. At 65-110 lb (176-300 gsm), it stands up to handling and creates a substantial impression for business cards, postcards, and menus. When you want something that feels premium in hand, cardstock delivers.

Label Paper saves countless hours of addressing by hand. Whether you need shipping labels, file folders, or name badges, these adhesive sheets come in endless configurations to match your specific needs.

Resume Paper might seem old-fashioned in a digital world, but a physical resume on quality paper still makes a statement. With subtle texture and often a slight off-white tint, 24-32 lb (90-120 gsm) resume paper signals attention to detail that employers notice.

Bond Paper earned its name from its historical use in printing government bonds. With cotton fiber content that provides both durability and a premium feel, it’s ideal for contracts, legal documents, and correspondence that matters.

Size Matters: From A0 to Legal

Paper size might seem straightforward, but understanding the different standards can help you avoid printing headaches:

In North America, we primarily use the familiar Letter size (8.5 × 11 inches) for everyday printing. When documents require more legal formality or space, Legal size (8.5 × 14 inches) provides those extra inches. For larger projects like spreadsheets or small posters, Tabloid/Ledger size (11 × 17 inches) gives you double the space of Letter.

Step outside North America, and you’ll find the ISO system dominates. The most common international size is A4 (210 × 297 mm or about 8.3 × 11.7 inches) – slightly taller and narrower than our Letter size. What makes the ISO system clever is its consistent proportions – fold an A3 sheet in half, and you get an A4. Fold an A4 in half, and you get an A5.

Commercial printers often use SRA sizes (like SRA3), which are slightly larger than standard sizes to allow for bleed areas and printer marks that get trimmed away in the final product.

And don’t forget about envelopes! The C-series is designed specifically to hold A-series papers – a C4 envelope perfectly fits an unfolded A4 sheet, while a C5 holds an A4 folded in half.

Here at Automated Business Machines, we help businesses across Georgia steer these paper fundamentals every day. Whether you’re in Atlanta printing standard reports or creating international correspondence in Savannah, understanding these basics ensures your documents look professional and your printers run smoothly.

For more detailed information, check out our guides on Best Printer Paper Guide: Types and Sizes, Standard Printer Paper Size Information, Understanding A4 Paper Size, Letter Size Paper for Standard Printers, Legal Paper Size: Paper Dimensions, and From A Series Printer: A3 Paper Size.

Best Printer Paper Guide: Key Specifications & Metrics

When it comes to choosing the right paper, understanding a few key specs can make all the difference between a so-so print job and something that truly impresses. Let’s break down these important paper characteristics in plain English.

Paper Weight and Thickness

Ever wonder why some papers feel substantial while others seem flimsy? It all comes down to weight, which is measured in two different ways:

Pounds (lb) is what we typically use in the US. This measures how much a 500-sheet ream weighs in its “parent size” before being cut down. This can be a bit confusing since different paper types have different parent sizes!

Grams per Square Meter (GSM) is the metric system’s more consistent approach. It simply tells you how much a single square meter of that paper weighs.

Here’s what different weights mean in practical terms:

Light paper (13-16 lb/52-59 gsm) works fine for internal drafts that nobody outside your office will see. Standard office paper (20 lb/75-80 gsm) handles everyday printing needs. When you need to impress, reach for premium paper (24-28 lb/90-105 gsm) for important correspondence.

For marketing materials, you might use text stocks (60-100 lb/89-148 gsm), while cardstocks range from light (58-70 lb cover/157-190 gsm) to heavy (110-130 lb cover/298-352 gsm) for items like business cards.

As one of our clients once told us, “I never realized how much more professional my proposals looked until I switched to 28 lb paper. It’s like giving your words a better suit to wear!”

Brightness and Whiteness

Brightness measures light reflection on a scale from 0 to 100. Most office papers fall in the 90s range, with premium options hitting 96-100. Higher numbers mean brighter paper.

Whiteness (measured on the CIE scale) tells you about the paper’s actual shade. While standard papers score between 80-100, some premium papers exceed 100 by using optical brighteners that make them appear ultra-white.

Brighter, whiter papers generally give you:

• Sharper text with better contrast
• More vibrant colors in photos and graphics
• A more premium look and feel

But be careful—extremely bright paper can cause eye strain during long reading sessions. Sometimes a slightly warmer, less bright paper is actually better for text-heavy documents.

Opacity

Have you ever been distracted by text showing through from the other side of a page? That’s a low opacity problem. Opacity measures how effectively paper prevents light (and printed content) from showing through, rated from 0% (completely see-through) to 100% (nothing shows through).

For double-sided printing, look for papers with at least 90% opacity. If you’re only printing on one side, you can get away with 70-85% opacity papers, which typically cost less.

Coated vs. Uncoated Paper

The coating on paper dramatically affects how it looks and handles ink:

Uncoated paper feels natural and slightly textured. It absorbs ink more readily, making it perfect for documents you might write on by hand. Most office paper, letterhead, and books use uncoated paper.

Coated paper has a surface sealant (often clay-based) that creates a smoother printing surface. This coating reduces ink absorption, resulting in sharper images and more vibrant colors. As industry experts note, “Coated paper has a clay layer that sharpens images and prevents ink bleed.”

At Automated Business Machines, we’ve seen how the right paper coating can transform marketing materials from ordinary to extraordinary. The difference is immediately noticeable, especially with color-heavy designs.

Using the Best Printer Paper Guide Metrics in Real Projects

Let’s look at how to apply these specs to everyday printing scenarios:

For those everyday internal memos and draft documents, stick with 20 lb (75 gsm) copy paper with about 92 brightness. It’s cost-effective and gets the job done.

When you’re sending important business correspondence or client proposals, step up to 24-28 lb (90-105 gsm) premium paper with 96-100 brightness. The higher opacity (92-96%) ensures a professional appearance, especially for double-sided printing.

Creating marketing materials? Choose 80-100 lb (120-148 gsm) text paper with high brightness and opacity. The heavier weight gives your brochures and flyers a quality feel that customers notice.

For business cards and postcards that make a lasting impression, 80-110 lb (216-300 gsm) cover stock provides the durability and premium feel you need.

A marketing director we worked with in Atlanta shared this insight: “When we switched from standard copy paper to a 28 lb premium sheet for our client proposals, we saw an immediate difference in how our materials were received. The paper weight acts as a silent ambassador of our brand before the client even reads a word.”

Finish Line: Matte, Gloss, Satin & Beyond

The finish or coating on your paper isn’t just about looks—it affects readability, image quality, and even how people interact with your printed materials:

Matte finish paper has a non-reflective surface that reduces glare, making it ideal for text-heavy documents read under bright lights. Colors appear more subdued, but text is easier to read.

Glossy finish creates a highly reflective surface that makes colors pop with vibrance. It’s perfect for photographs and image-heavy marketing materials, though it can be difficult to read under direct lighting due to glare.

Satin/Silk finish offers the best of both worlds—a light sheen that improves colors without excessive glare. One expert notes, “Silk-coated paper offers a premium feel without the glare of glossy stock,” making it a versatile choice for business materials.

There are also specialty finishes for specific needs. Textured papers add tactile interest, metallic finishes incorporate reflective particles for a luxurious shimmer, and soft touch coatings create a velvety feel that people love to handle. For durability, consider UV coated (ultra-high gloss) or aqueous coated (water-based protection) options.

Choosing the right finish depends on your specific needs. A restaurant menu read under dim lighting benefits from matte to reduce glare, while a real estate brochure showcasing beautiful properties might pop more with a glossy or satin finish.

At Automated Business Machines, we help businesses across Georgia find the perfect paper for every project. The right combination of weight, brightness, opacity, and finish can transform ordinary printing into something that truly represents your brand’s quality.

Matching Paper to Printer & Project

Have you ever printed a beautiful photo only to find it came out smudged or dull? Or perhaps you’ve experienced the frustration of a paper jam during an important print job? The culprit might not be your printer—it could be a mismatch between your paper and printer technology.

One of our clients in Savannah learned this the hard way when their marketing materials looked completely different than expected. “We spent hours designing the perfect brochure,” they told us, “only to have the colors look washed out and the paper wrinkle from too much ink.”

The truth is, your printer and paper need to work together like dance partners. Let’s help you find the perfect match.

Inkjet Needs vs. Laser Limits

Your printer type fundamentally changes what paper will work best. Think of it this way: inkjet printers are like watercolor painters, while laser printers are more like iron-on transfers.

Inkjet printers spray tiny droplets of liquid ink that need to be absorbed properly. The best paper for these printers has:

• A special coating that controls ink absorption, preventing that annoying feathering effect where text looks fuzzy
• ColorLok® Technology that helps colors pop and dry faster (look for the logo on the packaging)
• Moderate weights between 20-28 lb (75-105 gsm) for smooth feeding, though you can manually feed heavier papers
• Compatibility with both glossy and matte finishes

As one paper manufacturer explains, “Inkjet paper is designed with microscopic pores that capture ink droplets precisely where they land.” This technology has come a long way since the early days of home printing.

Laser printers, on the other hand, use heat to bond dry toner particles to your paper. This creates some important requirements:

• Heat resistance is crucial—your paper needs to withstand temperatures up to 400°F without curling or releasing fumes
• Paper with too much moisture can cause quality problems or even damage your printer
• Not all coated papers work with laser printers—some can actually melt inside your machine (always check for “laser compatible” labeling)
• Most office laser printers handle 16-28 lb papers well, with business models often accepting up to 80 lb cover stock
• Special laser papers with light coatings can make your text and graphics appear sharper

“The biggest mistake people make is using inkjet photo paper in a laser printer,” notes our service technician in Columbus. “Not only will the results look terrible, but you might damage your printer in the process.”

At Automated Business Machines, we recommend a few simple steps to ensure compatibility:

First, check your printer’s manual for specific paper guidelines. Then, always use the correct paper settings in your printer driver—this tells your printer how much ink or toner to apply and how to handle the paper. Store your paper in a controlled environment to prevent moisture issues, and whenever possible, test new paper types with a small quantity before buying in bulk.

Application Cheat-Sheet: Photos, Brochures, Cards, Reports

Finding the right paper for specific projects doesn’t have to be complicated. Here’s what we recommend based on years of helping Georgia businesses with their printing needs:

For photographs, use dedicated photo paper weighing 48-80 lb (180-270 gsm). Choose glossy finish for vibrant colors, satin/pearl to reduce fingerprints, or matte for art prints. If these photos need to last, look for acid-free papers with UV protection.

When creating marketing brochures, consider how they’ll be handled. For folded brochures, 80-100 lb text stock (120-148 gsm) offers good durability without cracking at the folds. Flat brochures can benefit from heavier 80-100 lb cover stock (216-270 gsm). Glossy finishes make images pop, while satin finishes balance readability with visual appeal.

Business cards deserve substantial paper—typically 80-110 lb cover stock (216-300 gsm). The finish should reflect your brand personality: uncoated for a traditional feel, matte for modern sophistication, or glossy for high-impact visuals. As one of our Athens clients put it, “People judge the quality of my business by how my card feels in their hand.”

For reports and presentations, balance readability with impression. Use 24-32 lb (90-120 gsm) paper with high brightness (96-100) for internal pages where charts and graphics need to shine. Save the heavier 65-80 lb cover stock (176-216 gsm) for the covers to create a professional bookend to your content.

Newsletters and booklets work best with 70-80 lb text stock (104-120 gsm) in matte or satin finish. The key here is sufficient opacity for double-sided printing—you don’t want text from page 3 showing through on page 2!

When creating certificates and formal documents, consider premium 24-32 lb (90-120 gsm) paper for letters and 65-80 lb (176-216 gsm) for certificates. Many of our clients in Albany and Marietta prefer papers with cotton content (25-100%) for these prestige documents, as they offer a distinctive feel that recipients notice immediately.

Some special considerations can make or break your project:

Heavy papers can crack when folded unless they’re scored first (pre-creased). This is especially important for greeting cards and tri-fold brochures with weights above 80 lb text.

Designs with heavy ink coverage need heavier or coated stocks to prevent bleed-through or warping. We’ve seen many projects ruined by paper that couldn’t handle the ink load.

Double-sided printing demands paper with higher opacity (92%+) to prevent show-through, particularly with color images or dark text.

Your binding method matters too. Perfect-bound books typically need different paper for the cover than spiral-bound presentations.

A print production manager from Marietta recently told us: “We switched to a 100 lb gloss cover stock for our client presentation folders, and it completely transformed the perception of our proposals. The substantial feel communicates quality before they even read the content.”

At Automated Business Machines, we help businesses across Georgia—from Augusta to Columbus—match their paper to both their equipment capabilities and project needs. The right paper not only looks better but can save you money by reducing jams, reprints, and service calls. After all, even the best printer can only perform as well as the paper you feed it.

Sustainability, Quantity & Troubleshooting

Making smart paper choices isn’t just about print quality—it’s increasingly about environmental responsibility too. Plus, knowing how to properly store your paper and solve common printing problems can save your office both headaches and money.

Eco Labels & What They Mean

Walking down the paper aisle, you’ve probably noticed various green logos and recycling claims. But what do they actually mean for your business and the planet?

The FSC Certification (Forest Stewardship Council) is widely considered the gold standard for sustainable paper. When you see this logo, it means your paper comes from responsibly managed forests where trees are replanted and local wildlife is protected. There are three types: FSC 100% (entirely from FSC forests), FSC Mix (combination of FSC and controlled sources), and FSC Recycled (made from recovered materials).

Looking at recycled content, there’s an important distinction to understand. Pre-consumer recycled content comes from manufacturing waste that never reached consumers, while post-consumer material is recovered after people used and recycled it. As the Federal Trade Commission notes, “A paper can be called recycled only if it contains 100% post-consumer recovered fiber.” Otherwise, it should be labeled as “recycled-content paper” with the percentage specified.

For businesses focused on climate impact, carbon balanced paper offers another option. These papers measure and offset the carbon footprint of production, often by protecting high-conservation-value forests. It’s a way to reduce the environmental impact of your necessary printing.

The shift toward sustainable paper isn’t just good for the planet—it’s good for business too. Research shows that “83% of customers will always choose a brand with a better sustainability record.” One of our clients in Sandy Springs recently shared: “When we switched to FSC-certified paper and added the logo to our marketing materials, customers actually commented on it. It became a small but meaningful differentiator for us.”

Buying the Right Amount

Smart paper purchasing balances cost savings with practical considerations like storage space and usage patterns.

Most of us are familiar with a ream—the standard 500-sheet package of paper. For larger operations, paper comes in cases (typically 5-10 reams or 2,500-5,000 sheets) or bulk packages that can contain anywhere from 5,000 to 50,000 sheets.

When deciding how much to buy, consider your usage rate first. Take a moment to track how quickly your office goes through different paper types. Your everyday copy paper might disappear quickly, while specialty cardstock might last for months.

Storage space matters too. Paper isn’t like canned goods—it can’t just sit in a closet indefinitely. It needs a controlled environment to stay in prime condition. If your storage area has fluctuating humidity or temperature, buying smaller quantities more frequently might be smarter than bulk purchases.

The cost-per-sheet generally decreases as quantity increases, making bulk purchases tempting. However, don’t forget to factor in the shelf life of paper. If stored improperly, paper can yellow, curl, or absorb moisture over time.

A procurement manager from one of our Atlanta clients found a clever middle ground: “Instead of ordering a full pallet of our letterhead that would take years to use, we negotiated with our supplier to print half the quantity now and hold the plates for a future run. We got nearly the same unit price without risking paper degradation.”

For specialty papers you use occasionally—like glossy brochure stock or heavy cardstock for business cards—smaller quantities often make more sense despite the higher per-sheet cost. The quality of fresh paper for these important applications usually outweighs the modest savings of buying in bulk.

Quick Fixes for Common Paper Problems

Even the best paper can cause frustrating issues if not handled correctly. Here’s how to solve the most common paper-related printing headaches:

When paper jams strike, the culprit is often excessive humidity that makes sheets stick together. Before loading paper, take a moment to fan the stack to separate any clinging sheets. Also check for bent corners or damaged edges that can catch in the printer mechanism. And always make sure your paper weight meets your printer’s specifications—many jams happen simply because the paper is too heavy for the machine.

If your printed pages are curling at the edges, low humidity is often the cause. Paper naturally absorbs moisture from the air, and when it’s too dry, one side can shrink more than the other. Store your paper in an environment with 45-55% humidity, and for important documents, consider a slightly heavier weight paper that resists curling.

Misfeeds happen when your printer grabs multiple sheets or no sheets at all. Static electricity is often the culprit, especially in dry winter months. Again, fanning the paper before loading can help. If problems persist, your printer’s feed rollers might be worn and need cleaning or replacement. For specialty papers, the manual feed tray often provides more reliable feeding.

Nothing ruins the professional look of a document faster than show-through—when text or images from one side are visible on the other. The simple fix is using paper with higher opacity ratings or heavier weight (24 lb or higher) for double-sided printing. One office manager in Columbus told us: “We switched from 20 lb to 24 lb paper for our client proposals, and the difference was remarkable—no more shadows from the reverse side.”

For smudging issues, the solution depends on your printer type. With inkjet printers, make sure you’re using paper designed for inkjets and allow adequate drying time before handling. For laser printers, confirm your paper is laser-compatible (some coated papers can melt in the fusing process) and try adjusting the toner density settings in your printer driver.

Proper storage practices prevent many problems before they start:

• Keep paper in its original wrapper until use to protect it from humidity changes
• Store flat in a cool, dry place (65-75°F, 45-55% humidity)
• Avoid direct sunlight, which can cause yellowing over time
• Follow the “first in, first out” principle to use older stock first

Here’s a clever tip from one of our printer technicians: “Mark the wrapper seam or arrow to know which side prints best.” Many papers have a slightly different texture or coating on each side, and this simple hack helps maintain consistent quality, especially for color-critical documents.

At Automated Business Machines, we’ve helped businesses across Georgia solve countless paper-related printing problems. In our experience, taking a few moments to select the right paper and store it properly eliminates most common issues before they start. If you’re experiencing persistent paper problems, our technicians are always ready to help with practical, effective solutions for your specific equipment.

Looking for quality paper for your next project? Check out our guide to Find Best Printer Paper Near Me for local options.

Conclusion

Selecting the right printer paper may seem like a small detail in your business operations, but as we’ve seen throughout this best printer paper guide, it can significantly impact everything from print quality and equipment performance to brand perception and environmental footprint.

The paper you choose serves as the foundation for all your printed communications. When you hand a client a proposal or mail out marketing materials, that paper becomes a tangible extension of your brand before a single word is read.

At Automated Business Machines, we’ve helped countless Georgia businesses transform their printing results through thoughtful paper selection. One financial services client in Atlanta told us, “The moment we upgraded our client proposals to a heavier, brighter stock, we noticed prospects spending more time reviewing our materials.”

Match paper to your purpose by considering the end use of your printed materials. That standard 20 lb copy paper works perfectly for internal memos, but client-facing documents deserve the upgrade to 24-28 lb premium paper that communicates quality through touch.

Understand printer compatibility to avoid frustrating jams and poor output quality. Inkjet printers need paper that can properly absorb liquid ink, while laser printers require heat-resistant papers that can withstand the fusing process without damage.

Consider the complete package of paper characteristics. Weight provides substance, brightness improves readability, opacity prevents show-through, and finish affects both appearance and functionality. These elements work together to create the final impression of your printed materials.

Don’t overlook sustainability in your paper choices. With 83% of customers preferring brands with better environmental records, those FSC certifications and recycled content percentages matter more than ever. Many of our clients have found that eco-friendly paper options perform just as well as conventional ones while better aligning with company values.

Proper storage matters for maintaining paper quality. Even premium paper can cause headaches if exposed to excessive humidity or temperature fluctuations. The simple act of storing paper in its original wrapper in a controlled environment eliminates many common printing problems.

As a locally owned and operated company serving businesses across Georgia, Automated Business Machines is committed to helping you optimize your printing processes. Our expertise extends beyond just providing equipment—we understand the entire printing ecosystem and how each component affects your results and workflow.

For businesses in Albany, Athens, Atlanta, Auburn, Augusta, Columbus, Johns Creek, LaGrange, Macon, Marietta, Newnan, Roswell, Sandy Springs, and Savannah, we’re your local partner for all printing needs. Our customized technology solutions are designed to improve productivity and streamline workflows—starting with something as fundamental as selecting the right paper.

Ready to lift your printed communications? We invite you to contact your nearest Automated Business Machines location to consult with our experts about your specific printing needs. We’re here to help you make informed decisions about every aspect of your printing environment—from paper selection to complete digital workflow optimization.