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How To Change Your Water Cooler Filter

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If you already have a mains-fed water cooler installed in your office or home, then everyone will be familiar with the crisp and refreshing taste of its cool filtered water. And because people love it so much, it will be used multiple times every day to help them stay hydrated and healthy. But with such high use, it means you need to keep on top of your water cooler maintenance. Here, we’ll explain how to change your water cooler filter, when to do it, and why it matters, so you can keep your water cooler running smoothly and hygienically.

Why changing your water cooler filter is essential

One of the most important, and often overlooked, parts of any mains-fed dispenser is the water cooler filter. This little workhorse quietly does its thing behind the scenes and is vital to maintaining the clean, sweet taste of your water. It works to ensure every glass is crisp, clear, and free from off-putting contaminants that can affect the flavour and safety of the water supply it’s connected to. 

Without a working water filter, contaminants, including chlorine, sediment, and other impurities, like microplastics, can make their way into your glass. But if the water filter isn't changed regularly, the impact can go even further, leading to:

  • Bacterial build-up inside the water cooler
  • Bad smells or bad-tasting water
  • Reduced water flow rate or blockages
  • Overworking the cooler's other internal parts

While any of these things can put people off using the water cooler, they may also shorten its lifespan.  So whether your cooler is used at home or in the office, replacing the water cooler filter regularly means the unit will always deliver cool, crisp, and great-tasting water that’s safe to drink. It will also prevent more serious maintenance issues in the future.

How often should a water cooler filter be replaced?

Mains-fed water coolers fitted with an advanced filtration system, including a granular activated carbon (GAC) filter or filters with a mix of ion exchange resins, should have their filters replaced every six months. 

But how often you actually replace them will depend on things like the quality of your water supply. Regions with hard water, like the south east of England, can cause filters to get a limescale build-up more quickly. 

Also, if your cooler is in a high-traffic, high-volume area, like a busy office or shared space, the filter will have more wear and will need changing more often. Keeping up to date with your water cooler filter changes means your unit will always deliver the clean, great-tasting water that everyone loves, without a drop in performance or water quality.

If you're not sure about the filter change schedule for your specific unit, check with your water cooler provider. A quick chat with an expert can also help you set up a maintenance plan that fits your needs and guarantees consistently high-quality water.

What type of filter does your water cooler use?

Before changing your water cooler filter, you should identify the type of water cooler you have. Most units fall into two main categories: bottled water coolers and mains-fed water coolers – and there’s a pretty major difference between them, so it’s best to make sure before you start.

Bottled water coolers use naturally filtered, pure spring water in large 13 or 18.9-litre plastic bottles. These water coolers don't use an additional, separate water filter. However, mains-fed water coolers (also known as plumbed-in coolers) connect directly to your mains water supply and will always have an internal filter that needs regular replacement.
 

Your mains-fed cooler may be fitted with carbon block filters that remove taste and smell issues and chlorine, sediment filters that capture physical particles too small to be stopped by standard purification techniques, or even UV filters for bacteria control. Be sure to check your water cooler model to find the exact filter type.

How to change your water cooler filter

When you know the filter needs changing and the right filter replacement, it’s time to roll your sleeves up and make the change. So let’s go through the steps on how to change a water cooler filter. They will apply to most common mains-fed water cooler models, but always check the instructions for your unit beforehand.

1. Turn off the water supply

Start by switching off your cooler at the mains power socket and then turning off the water supply. Do this either at the isolation tap under the sink or at the supply inlet to the cooler itself – or both. This will stop water from leaking while you change the filter.

2. Drain the water from the cooler

Even with the water turned off at the mains tap and the cooler’s supply inlet, there will still be water inside the cooler. Drain any remaining water from the taps to empty and release any built-up pressure. 

3. Find your filter 

The water cooler filter is usually in an area at the back or base of the cooler. You may need to remove a small panel or open a door, depending on the model. For some wall-mounted units, the filter may be positioned outside the unit along the water inlet line.

4. Remove the old filter

Most water cooler filters are connected with push or push-twist fittings. To remove your old filter, turn the old cartridge anti-clockwise for a quarter turn and pull it out. There may be a small amount of water that will spill here, so it’s handy to have a towel or bowl nearby.

5. Fit the new filter

Before installing your new filter, double-check that it’s the right type. Then place the new cartridge into the filter head and turn clockwise for a quarter turn. If necessary, insert the filter clip as shown in your installation manual.

6. Flush the new filter

When the new filter is in place, turn the water supply back on and check for leaks. Run water through the system and out of the taps for five minutes or until the water runs clear. Doing this will flush out any carbon dust or air bubbles which is essential for getting clean water from the first use.

7. Turn on the power and test

Finally, plug your water cooler back in and switch it on. Give it 30 minutes to chill or heat the water again, and test both taps. You should notice an improvement in taste and flow rate straightaway.

When to change your water cooler filter again

Even when you’ve just changed your water filter, put a date in your diary for the next scheduled filter change in six months' time (or less). Even with regular maintenance, and depending on your usage and mains water quality, there will be signs that it may be time to change your filter again. Look out for one or more of these signs:

  • A noticeable drop in water flow rate
  • Unusual taste or odour in the water
  • Cloudy water
  • Noisy operation or gurgling from the unit

If any of these are happening, don’t wait for your next scheduled filter change. Acting early can protect your cooler and mean better-tasting drinking water for everyone.

Full servicing and water cooler filter changes from Thirsty Work

Knowing how to change a water cooler filter is all part of water cooler ownership. You might not need to do it, but it’s good to know how to do it if you need to. But while changing a filter can be straightforward, some customers prefer the peace of mind that comes with professional servicing, especially in busy workplaces or regulated environments like schools or healthcare settings. 

At Thirsty Work, we supply a wide range of water coolers across the UK, with complete service and maintenance packages, including full sanitisation, cleaning, and water filter replacements. To find out more, get your free quote, and start your 10-day free trial, contact the Thirsty Work team today on 01392 877 172 or email hello@thirstywork.com.