List of Office Equipment Every Office Needs - Wisestep (2023)

What is office equipment?

Office equipment is nothing but company-bought things that help in performing office-related tasks or work. They serve as a sustainable asset for the company. Even the office equipment is just the need and requirement of the company.

Starting a business is not that easy, although money plays a crucial role in the process, you may still need to manage some basic things like location, type of equipment, hiring, etc. Here we focus on some important elements that are required for an efficient office interior.

Furnishing an office is stressful for two main reasons:

  1. Either you cannot identify the equipment needed.
  2. You have a clear idea of ​​what you need, but the thought of meeting everyone's needs seems daunting.

But why do you need office equipment at all? Here we have explained a necessity, a list of office equipment and their importance

List of basic office equipment:

Here are a few things you need to set up an efficient office. Take a look at the checklist

List of basic office equipment
High speed internet accessSoftwarevoltage protection
ComputerTelephone and/or VoIPfile cabinet
Monitornetwork routerUninterruptible Power Supply (UPS)
Sufficient lightingBackup drive or personal serverpaper shredder
Deskprinter or multifunction deviceFireproof box

Depending on your business niche and the clients or people you serve, there may be an additional list of office supplies that you may need. For now, the list of items above can help you arrange everything in sequential order.

List of office supplies:

Before we continue, we must understand one thing very clearly, that there is a difference between office equipment and office supplies.

office equipmentand office supplies:

office equipmentis the asset purchased by the organization to be used while working for the company. The equipment here meanstables, chairs, computers,etc.

office suppliesare the kind of things that are used regularly, such asstationery, simple office supplies,etc.

Put more simply, the office supplies you mention here are the things that are used on a daily basis, no matter what company you are in. Some of the most important office supplies are

Desk & Desk Drawer Office Supplies List:

  • pens, pencils, erasers, sharpeners
  • Permanent Marks
  • Textmarker
  • paper clips
  • paper clips
  • Staples, stapler
  • Tape dispenser, extra rolls of tape
  • glue sticks
  • rubber bands
  • Scissors
  • Entry/exit for paperwork
  • 3 punches
  • calculator

To keep items separate and organized, use a desk drawer organizer

Paper and stationery supplies:

  • Envelopes (in all sizes)
  • printer paper
  • stamps
  • return labels
  • Stationery/Acknowledgments/Sticky Notes
  • notepads
  • printer ink/toner/cartridges
  • Accessories for sending parcels

Storage accessories:

  • filing cabinet or filing cabinet
  • All types of file folders, plus tabs
  • file labels
  • 3 ring binders
  • index divider
  • Calendar and planning accessories
  • Calendar (desk or wall version)
  • Planer
  • to-do list
  • whiteboard or bulletin board

1. The need for office equipment:

The secret to the smooth running of a house lies in its team. The hired team not only has to fit, but also stay focused and efficient. For efficiency, the employee must be equipped with the right tools, equipment and office supplies.

Not only good quality office equipment and office suppliesincreases productivityof the employee, but also sends a good message to the customer and the public in general.

For example, an office with a chaotic, crowded reception area with countless papers piled on the table makes the place look extremely chaotic and disorganized. Of course, prospects don’t make a good impression – no matter how good the business or the product is. In an office, everything needs to be in its place, neatly arranged and systematically labeled.

Besides making a good impression, this would also help the employees in their work as everything is clearly arranged. Such arrangements throw the chaos factor out the window.

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2. List of office equipment and machines:

Once the need is identified, the next obvious question is: “Was' How,

"What different office equipment is needed?"

Some of theoffice machinesExamples are computer screens includingPapers, pens, dishes, calculators, furnitureetc. In fact, the list of office equipment is endless, but it can be divided into the categories of technology, software, furniture and stationery.

Each device plays its own role in the office. Read on to learn more about each of them.

3. Latest technology in the workplace:

Technology has come a long way in the last two centuries. Offices are going digital and the need for paper has fallen sharply.

Completepaperless officeThe age has not yet arrived, but the digital world has taken over almost 60% of the office burden. Therefore differenttechnological equipmentB. Printers, projectors, scanners, copiers required by an office fall into this category.

These are important because theyhelp increase employee efficiencyand thus contribute to the overall growth of the organization.

Office Equipment Every Office Needs:

Below are some types of office equipment that every office needs


An office with at least one computer must have a printer to create files and documents on paper. Business documents such asProduct List, Financial Transactions, Invoices, Letters, Reports,etc. are to be kept in paper form.

In addition to transferring the electronic files in paper format, they can also create compound documents that contain scanned images and digital information.


While a printer is used to convert electronic documents into a paper format, a scanner does the exact opposite - converting hard copies into a digital format. These includePhotos, receipts, forms filled out by hand, drawings, ID cards and even pages from printed publications.

Scanners copy these paper images and convert them into an electronic format so they can be stored on a computer or sent via e-mail.

Photocopying or faxing was the most commonly used format before scanners were invented. Photocopying is still practiced in many places today.


This is one of the best ways to replicate a document and get a printed copy, especially if it's handwritten. There was a time when offices employed called clerks„Schreiber“to make a copy of a document by retyping or rewriting it.

However, this was a very difficult task and the printing press was not an easy, practical solution. Some offices used small presses, while most outsourced the work to large presses. Slowly this disappeared and offices started using carbon paper, cyclostyling etc.

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Finally, copying options such as roll copiers, copy pads, xerographs, etc. came into practice. Xerography and copiers are popular options for copying—both black and white and color—even today.


Many offices don't find it important to have this equipment. However, this is one of the most important devices.

Speech recognition software is available, but it's not as efficient and reliable. Typically, in an office, the audio is first recorded by someone, processed into a file format by one employee, and transcribed by another employee who later emails or prints it.

Typing out every word isn't as quick and fluent as speaking. Writing memos and letters is best done through dictation and recording—particularly because it's easier to talk while performing other tasks.

Cassettes were popular voice recorders, but modern digital versions are more popular due to their simplicity and convenience.


Presentations are an essential part of any office job, whether it's coming up with a strategy, training employees, or even making a business proposal.

Simple lectures and conversations are often confusing and, of course, boring. Using the age old traditional chalk and blackboard method is cumbersome due to the difficulty in taking notes. It is also difficult to go back to a specific point to clarify doubts.

In addition, people find it difficult to keep records of the meeting. Presentations bring clarity to the picture simply because it is easier to keep records, clarify doubts and also take notes.

So,What does a projector do in the presentation?

Very simple - it helpsProject the presentations onto a larger screenand thus attracts everyone's attention. You can also share the presentations with colleagues or attendees by simply emailing them to them.

Paper shredder:

Like dictaphones, paper shredders fall into the “most importantly’ Category office equipment when it comes to protecting confidentiality, business and trade secrets.

Ironically, paper shredders are used to shred the very same documents that employees work so hard to create. Manual tearing is time consuming and tedious, as well as being ineffective.

Paper shredders cut papers in such a way that it is almost impossible to put them back and recover the lost information. They are extremely necessary when documenting confidential information and personnel-related reports.

4. Office equipment software:

In the digital age, a computer alone is not enough. You need suitable software to operate the computer.

Every office, no matter how small, needs a Microsoft Windows to run it on. Software is small but a mighty army that works tirelessly behind the scenes to keep the business running smoothly.

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They create documents, manage e-mails, keep the books, keep documents safe, protect documents and even provide team coordination. A wide range of software equipment is available at affordable prices for any type of business. The problem is which one to choose.

One piece of advice is to pick those that are most necessary as a beginner, like antivirus software and word processing software. Other programs likeinventory management, contact management, website creation and maintenance, etc. can be taken care of as needed.

5. Office use furniture:

Office furniture is an essential part of the office.

If there is no furniture, where would you and the staff sit and work?

Where would you keep all those files and important materials?

Chairs, tables, desks, stools and cabinetsare among the indispensable pieces of furniture, regardless of the size of the office. The office furniture must correspond to the color concept.

The furniture is of different types, ranging from traditional wooden furniture to modern contemporary furniture. They are portable and easy to handle and take up very little space.


There are differenttypes of chairsavailable for office use. The most commonly used are those that have a modern look and a comfortable backrest that does not put pressure on the spine.

There are some that vary in size depending on the designation. You can also get upholstered chairs with good back support. They are readily available at reasonable prices. Some manufacturers even offer chairs that are customized to your needs according to your design and decor.

The table:

Desks in an office need to be roomy, not bulky. In this sense, they must offer the employee enough space to organize all his things, but they must take up very little space themselves.

Some tables are available with built-in storage cabinets that take up a lot of space. Such tables are also cumbersome to move, although they serve two purposes at the same time.

Alternatively, there are tables that only provide storage space for your things, but do not offer any storage space. In such cases, additional cabinets can be provided that fit inside the table and give the place a compact look.


How do you store the necessary materials if there are no cupboards?

You could be sued if you leave your employee performance reports out in the open on your desk. Confidential reports should be kept locked in cupboards so that they are not easily accessible.

This is exactly why closets are needed to lock away the important, confidential stuff and store the extra stuff for backup needs.

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Closets vary in size. Small closets are usually provided for employees to store their personal belongings every day. This includes everyday items such as bags, food parcels, cosmetics, etc. Medium-sized cupboards are used for administration. They are used to hold the extra stationery such asPapers, pens, note pads,etc. Large cupboards are used for ‘inaccessible’ area purposes. They are equipped with specially designed lockers and are used to safely store confidential documents, legal documents, money, etc.

These lockers often have a biometric system and can only be opened by a selected manager of the facility. They also provide additional storage space for storing expensive equipment and confidential office documents.

6. List of stationery for office use:

Office supplies are essential for any significant office activity, no matter how computerized. Stationery plays an important role in the efficient and effective execution of some key functions in the workplace.

Items in the office supplies list include papers, binders, files, pens, journals, organizers, calendars, paperweights, staplers, hole punches, paper clips, pins, pen holders, etc.


Office papers (usually A4 format) are constantly needed for various printing purposes. No matter how paperless an office would be, important documents such as appointment letters, invoices and vouchers must be in paper form. Paper is also used to print important bulletin board highlights.

Although email is the most common form of notification, they are also displayed on the bulletin board to serve as a reminder notification. Letterpads and journals are needed for notes during meetings and training sessions. All these stationery needs to be delivered from the office to the employees.

writing material:

write articles likePens, fountain pens, markers, pencils, highlighters and even chalkboardsare among the favorites of office professionals. Given the frequency with which employees misplace pens, they must be provided in abundance.

Folders and files:

An office is a place where organization plays an important role. It is unacceptable to leave papers lying around and just pile the workspace with stuff.

Files and folders step in to organize things. Document folders, report covers, card holders, binders all fall into this category.

7. Kitchen or Pantry Equipment:

The kitchen or pantry requirements may seem ridiculous for an office supply, but it's a "unspoken' Truth. No one would accept, but everyone would appreciate the fact that an office that does not have drinking water supply "arm' while one with a 'coffee machine"is a modern company.

Basic crockery items such as a few cups and saucers, disposable glasses, spoons, knives, a drinking water dispenser and possibly a coffee machine are required as this would be very useful for staff. In addition, customers consider this as a factor that takes care of the employees.

Of course, the above list is by no means exhaustive. The office supplies list varies by countrytype of establishment.

Essential office supplies you need for a startup:

Entrepreneurship is trendy and nothing new these days. There are many professionals who gain enough experience after working in an organization and think about starting their own business. While it would be biased to state the percentile of success versus the percentile of failure, the spark of doing something new is always inspiring and should be motivated.

It's not just the capital or manpower that makes a startup a success, it's the idea or solution they come up with. But driven by motivation and success stories, it's always important not to neglect practicality. Whether it's a large company or a startup, there are few things that every work space needs and they are called office equipment. Here we have enlisted some essential office equipment for starting a business.

  1. Computers
  2. Software
  3. Laptops
  4. Internet and network connection
  5. Telephone
  6. Smartphones
  7. Scanner
  8. multifunction printer
  9. mailing equipment
  10. paper shredder
  11. desk and chairs
  12. Filing cabinets
  13. storage cabinets
  14. Decor
  15. First aid kit
  16. UPS and power kit
  17. Simple office equipment
  • Pin
  • pencils
  • Scissors
  • file folder
  • Ruler
  • Whiteout
  • sticky notes
  • staple remover
  • Booklets
  • paper clips
  • Whiteboard-Marker
  • notepads
  • copy paper

18. Janitor Essentials

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  • Mop
  • Pistons
  • toilet cleaner and brush
  • Vacuum cleaner
  • shovel
  • Broom
  • duster
  • detergent
  • all-purpose spray
  • Clorox wipes
  • tea towels and sponges
  • Garbage bag

Office equipment list pdf:

For more information on office equipment, see this article (pdf format)

For example, if it is a pathology laboratory, then you need microscopes, slides, vessels, centrifuges, etc. A library needs a large number of bookshelves. Therefore, the list of stationery requirements varies for each type of business facility. The office equipment must be decided taking into account the type of business being conducted.


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