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Focus Your SharePoint Site Search: Only Show What Matters

  • echotransformation
  • Sep 22
  • 3 min read

Last Monday, we shared practical tips to make SharePoint search faster and easier using filters, metadata, saved views, and AI-powered suggestions to help you find what you need in seconds.


But what if the problem isn’t how you search, but where SharePoint is searching? On hub sites, users often run into a different challenge: search results that reach far beyond the hub.



The Issue: Too Much Search Noise


By default, when you search at the hub level, SharePoint shows results from all sites you have permission to view, even those outside the hub.


This can overwhelm users with content that isn’t relevant to their team or project turning a helpful search bar into another distraction.


The good news? You can limit search results to only the hub site and its associated sites, creating a cleaner, more focused experience.


Why Limiting Hub Search Matters


  • Relevant Results Only: Users see files, pages, and documents tied to the hub’s purpose.

  • Faster Decision-Making: Less clutter means quicker access to the right information.

  • Better Governance: Reduces the risk of sensitive content appearing where it shouldn’t.



SharePoint Search Scope Options


To help you choose the right search scope for your organization, here’s a quick comparison of the available options:

Scope Value

Description

Site

Limits search to the current site only.

Hub

Limits search to the hub site and all associated sites.

Tenant

Searches across the entire organization (all sites the user has access to).

DefaultScope

Resets to SharePoint’s default search behavior.



How to Limit Hub Search to the Hub and Associated Sites


The key is to adjust the Hub Search Scope using PnP PowerShell a powerful tool for managing SharePoint settings.


Prerequisites


Before you start, make sure you have:

  • PnP PowerShell installed on your workstation

  • SharePoint admin rights and the correct tenant permissions

  • The Hub Site ID of the hub you’re configuring



Step 1 – Update the Hub Search Scope


Use the PnP PowerShell command to set the search scope to HubSites only. This ensures that when users search at the hub level, results are limited to the hub and its associated sites.


Connect-PnPOnline -Url https://yourtenant.sharepoint.com/sites/YourHub -Interactive

Set-PnPHubSettings -SearchScope Hub

Step 2 – Change the Search Placeholder Text


Help users understand the new scope by updating the search box placeholder text.


This small but visible change sets expectations and improves usability.

Example PowerShell:


# Parameters
$SiteURL = "https://yourtenant.sharepoint.com/sites/YourHubSite"
$SearchBoxText = "Search Operations Portal"

# Connect to the Hub Site if you have not connected yet, or want to connect to a different Hub
Connect-PnPOnline -Url $SiteURL -Interactive

# Set the placeholder text for the search box
Set-PnPSearchSettings -Scope Site -SearchBoxPlaceholderText $SearchBoxText

Replace the site URL and placeholder text with your own hub details.


Step 3 – Test Your Changes


After updating both the search scope and placeholder text:

  • Perform a hub-level search and confirm that results now only include hub-associated sites.

  • Verify the new placeholder text is visible to end users.

  • Test across different user accounts to ensure consistent behavior.



Final Tips for a Smooth Rollout


  • Communicate Early: Let users know about the change so they understand why search results may look different.

  • Review Regularly: As sites are added or removed from the hub, revisit settings to ensure the scope remains accurate.

  • Combine with Good Metadata: Even with a limited scope, tagging and naming files consistently makes searches even more effective.



Work Smarter with SharePoint


By tightening the search scope and clearly signaling it with updated placeholder text, you give users cleaner, more relevant results and a smoother search experience across your hub sites.


At Echo Transformation, we help organizations fine-tune Microsoft 365 tools to match real-world business needs.


Want to explore how to improve your SharePoint governance and search strategy? Book a discovery session with us.

 
 
 

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