E-Procurement Explained: Benefits, Features, and Examples
by Anna Ullmann on Jun 20, 2026Office Supplies Buying Guide
Buying Guide for Office Paper and Copy Paper
Which paper quality is suitable for which use? This guide explains paper types, formats, grammages, certifications, and storage in an easy-to-understand way.
Choosing the Right Paper for the Office
The selection of office papers is larger than ever today. Different qualities, formats, grammages, and environmental standards do not always make the decision easy.
With this buying guide, you will quickly find the right paper for your needs, efficiently, economically, and purposefully.
1. Categories of Office Paper
Basic Paper
For simple black-and-white copies, standard prints, internal documents, and fax machines.
Universal Paper
The all-rounder for daily correspondence, reports, statistics, and meeting documents.
Premium Paper
For customer letters, offers, and important documents with a high-quality appearance.
Recycled Paper
The sustainable alternative made from recycled raw materials for many office applications.
Colored Paper
For invitations, greeting cards, notices, or documents that should stand out.
Color Printing Paper
For high-quality color prints, presentations, and marketing materials.
Photo Paper
Coated special paper for photos, images, and graphics, especially for inkjet printers.
Quick Decision Aid
| Area of Use | Suitable Paper Type |
|---|---|
| Internal printouts | Basic Paper |
| Daily office communication | Universal Paper |
| Offers and customer letters | Premium Paper |
| Sustainable procurement | Recycled Paper |
| Presentations and marketing | Color Printing Paper |
| Photos and images | Photo Paper |
2. Paper Formats at a Glance
DIN A4
210 × 297 mm
The standard for letters, invoices, and most business documents.
DIN A3
297 × 420 mm
Ideal for posters, graphics, or brochures.
DIN A5
148 × 210 mm
Perfect for flyers, offers, or notes.
DIN A6
105 × 148 mm
Often used for cards, forms, or recipes.
3. Paper Weight and Grammage
Grammage describes the weight per square meter and influences stability, feel, and quality.
| Grammage | Typical Use |
|---|---|
| 60 g/m² | Very light, for mailings |
| 70 to 75 g/m² | Cost-effective for bulk printing |
| 80 g/m² | The classic for everyday office use |
| 90 g/m² | High-quality impression, for example for applications |
| 100 to 120 g/m² | For demanding correspondence and color prints |
| 120 to 250 g/m² | For intensive color applications and presentations |
The higher the grammage, the more stable and high-quality the paper appears.
4. Test Marks, Certificates, and Standards
Certificates help to better assess quality and sustainability.
Blue Angel
Environmental label for particularly environmentally friendly products.
PEFC
Seal for sustainable forest management.
EU Ecolabel
Environmental label of the European Union.
FSC®
Sustainable and responsible forest management.
Important Standards
- DIN ISO 9001: Quality management
- DIN ISO 14001: Environmental management
- OHSAS 18001: Occupational health and safety
- DIN ISO 9706 / 6738: Ageing resistance and archival suitability
5. ColorLok® for Better Printing Results
ColorLok® is an established system for optimizing printing results. Papers with this technology offer visible advantages.
- More intense colors and deeper blacks
- Faster drying
- Less show-through
- Higher contrasts and better readability
Especially with inkjet printers, ColorLok® ensures better results.
6. Proper Paper Storage
Paper is a sensitive natural product. Proper storage improves print quality and running properties.
- Store in original packaging
- Protect from heat sources
- Store cool and dry, ideally up to 20 °C
- Allow to acclimate before use
- Use within one year if possible
This helps prevent warping, paper jams, and print failures.
Conclusion
Choosing the right office paper largely depends on its intended use. Whether it's cost-effective printouts, high-quality business documents, or brilliant color prints, with the right knowledge, you'll make a better decision.
Considering paper type, format, grammage, and sustainability aspects helps to find the right product faster.
Frequently Asked Questions
Is recycled paper suitable for all printers?
Yes, modern recycled papers with the Blue Angel certification work reliably in laser and inkjet printers.
Which grammage is suitable for daily office printing?
80 g/m² is the standard for most internal and external printouts.
How long can paper be stored?
Stored cool, dry, and in its original packaging, paper usually maintains consistent quality for at least one year.
Further Wiepa Guides
Recycled Paper in the Office: When is the switch worthwhile?
Paper Grammages Explained: 80 g, 90 g, 100 g and more
Sources
Need support with paper selection?
Wiepa is happy to assist you in selecting copy paper, recycled paper, color printing paper, and special paper for your needs.
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